City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building Closed Session 6:00pm 7:30pm Regular Session Tuesday, June 27, 2017 6:00 – 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. Present proclamations honoring Martinsville High School track and field athletes Sidney Allen and Justin Manns for winning the Virginia High School League Group 2A State Championship in their respective outdoor track and field events. (10 mins) 2. Consider adoption of a resolution regarding Workers’ Compensation Coverage for Volunteer Fire/EMS members. (10 mins) 3. Hear an update from United Way Executive Director Kim Adkins. (10 mins) 4. Continue the joint public hearing with the Martinsville Planning Commission on the Zoning Ordinance update and consider approval of the ordinance on first reading. (30 mins) 5. Consider a review of the City’s finance report. (5 mins) 6. Consider approval of consent agenda (2 mins) 7. 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. 8. Comments by members of City Council. (5 minutes) 9. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 1. Department: Mayor and Council Issue: Present proclamations honoring Martinsville High School track and field athletes Sidney Allen and Justin Manns for winning the Virginia High School League Group 2A State Championship in their respective outdoor track and field events. Summary: On Saturday, June 3, 2017, Martinsville High School seniors Sidney Allen and Justin Manns won Virginia High School League Group 2A State Championships in their respective events held at East Rockingham High School in Elkton, VA. Sidney Allen took first place in the 1600 meter run, and Justin Manns did likewise in the triple jump. Both Sidney and Justin, along with MHS Coach Greg Dean will be at Council’s meeting on June 27th. Attachments: Proclamations honoring Martinsville High School track and field athletes Sidney Allen and Justin Manns. Recommendations: Mayor to read and present the proclamation. No action needed by Council.  Proclamation HONORING MARTINSVILLE HIGH SCHOOL TRACK TEAM’S JUSTIN MANNS ON WINNING THE VHSL GROUP 2A STATE CHAMPIONSHIP IN THE TRIPLE JUMP WHEREAS, Martinsville High School is a member of the Virginia High School League, competing in the Piedmont District with other local and regional teams in a variety of high school sports; and WHEREAS, Justin Manns, who just graduated, participated during his senior year on Martinsville High School’s track team; and WHEREAS, At the VHSL Group 2A State Championship held at East Rockingham County High School in Elkton on Saturday , June 3, 2017, Justin finished first in the triple jump, winning his first state championship with jump of 45 feet, 3 inches; and WHEREAS, In addition to winning the state championship, Justin’s jump of 45 feet, 3 inches set a new Martinsville High School record; and WHEREAS, Congratulations are also due to Martinsville Head Coach Greg Dean and all outdoor track participants on a successful season; NOW, THEREFORE, on this 27th day of June, 2017, Martinsville City Council hereby recognizes and commends Martinsville High School track athlete Justin Manns for his extraordinary achievement in winning the Virginia High School League Group 2A state championship in the triple jump and for being a source of pride for Martinsville City Schools and our entire community. _____________________ M. Gene Teague, Mayor  Proclamation HONORING MARTINSVILLE HIGH SCHOOL TRACK TEAM’S SIDNEY ALLEN ON WINNING THE VHSL GROUP 2A STATE CHAMPIONSHIP IN THE 1600 METER RUN WHEREAS, Martinsville High School is a member of the Virginia High School League, competing in the Piedmont District with other local and regional teams in a variety of high school sports; and WHEREAS, Sidney Allen, who just graduated, participated during his senior year as a distance runner on Martinsville High School’s track team; and WHEREAS, In the final race of his high school career at the VHSL Group 2A State Championship held at East Rockingham County High School in Elkton on Saturday , June 3, 2017, Sidney finished first in the 1600 meter race with a winning time of 4:26.90, winning his first state championship; and WHEREAS, In addition to winning the state championship, during his career Sidney had multiple all-state honors in cross-country, indoor track; and various events in outdoor track; and WHEREAS, Congratulations are also due to Martinsville Head Coach Greg Dean and all outdoor track participants on a successful season; NOW, THEREFORE, on this 27th day of June, 2017, Martinsville City Council hereby recognizes and commends Martinsville High School track athlete Sidney Allen for his extraordinary achievement in winning the Virginia High School League Group 2A state championship in the 1600 meter race and for being a source of pride for Martinsville City Schools and our entire community. _____________________ M. Gene Teague, Mayor  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 2. Department: Finance Issue: Consider adoption of a resolution regarding Workers’ Compensation Coverage for Volunteer Fire/EMS members. Summary: In order to provide coverage beginning in FY18 for our volunteer members of Fire and EMS, the governing body must adopt a resolution. These benefits only apply to work-related incidents during their volunteer duties. Attachments: Resolution Recommendations: Motion to approve resolution  Council Members City Manager Gene Teague, Mayor Leon E. Towarnicki Chad Martin, Vice-Mayor City Attorney Jennifer Bowles Eric H. Monday Sharon Brooks Hodge Clerk of Council Kathy Lawson Karen Roberts RESOLUTION FOR WORKERS’ COMPENSATION COVERAGE FOR FIRE/EMS VOLUNTEERS WHEREAS, pursuant to the Code of Virginia 65.2-101, the Workers’ Compensation Act does not automatically provide coverage for volunteer members of Fire and EMS serving public entities, now therefore BE IT RESOLVED by the Martinsville City Council on this 27th day of June, 2017, that the volunteer members of the Fire and EMS Departments of the City of Martinsville are hereby authorized to be included as employees for the purposes of the Workers’ Compensation Act of the Commonwealth of Virginia and are entitled to coverage provided under said Act. ###### Attest: ________________________ Karen Roberts, Clerk of Council June 27, 2017 55 West Church Street, P. O. Box 1112, Martinsville, VA 24114-1112 276-403-5180 Fax: 276-403-5280 www.martinsville-va.gov  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 3. Department: City Manager Issue: Hear an update from United Way Executive Director Kim Adkins. Summary: United Way Executive Director Kim Adkins will provide an update on United Way’s current goals, programs, and initiatives. Attachments: None Recommendations: No action by Council is needed – this item is presented for information purposes.  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 4. Department: Community Development Issue: Continue the joint public hearing with the Martinsville Planning Commission on the Zoning Ordinance update and consider approval of the ordinance on first reading. Summary: At Council’s June 13th meeting, a joint public hearing with the Planning Commission was held regarding the proposed updates to the City’s Zoning Ordinance. After hearing a presentation on details related to the update, the public hearing was opened and there were a number of comments, suggestions, and questions from the public, the Planning Commission, and Council. Recognizing that additional review was needed on several matters, Council voted to continue the public hearing to the June 27 meeting, allowing time for the Planning Commission at their June 22nd meeting to formalize any additional recommendations and/or amendments. Any amendments recommended by the Planning Commission to the ordinance will be presented and discussed on June 27th, and the public hearing will then be reopened. Following comments received, Council will consider approval of the ordinance (as may be amended) on first reading. Attachments: None - information will be presented at the meeting. Recommendation: Hear and discuss comments from the Planning Commission regarding proposed amendments to the ordinance as originally presented at Council’s June 13th meeting, reopen and continue the public hearing from the June 13th meeting, and consider adoption of the ordinance as presented or with amendments resulting from the public hearing comments. Approval on second reading will occur at Council’s July 11th meeting.  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 5. Department: Finance Issue: Financial Report Summary: FY17 – 5/31/17 - Revenues & Expenditures; Combined Balance Sheet Exclusive of School and Special Revenue Funds, actual revenues were $55,281,805, 4.3% greater than the amount anticipated through May 31. Local Sales & Use Taxes collected were greater than anticipated by $39,623 for total receipts of $1,705,315 to date; Meals Taxes collected were also greater than expected by $39,816, for total receipts of $1,585,116. Total Utility Fund revenues were $28,059,627, less than anticipated by $736,512, due in large part to the mild weather experienced during this fiscal year and its impact on utility bills. Total actual expenditures were $54,466,831, including encumbrances, which is $2.4 million less than the amount anticipated for this time period, again mostly due to weather-related issues, personnel transitions, and other miscellaneous delays. Funding for projects budgeted but incomplete by the end of the fiscal year will be requested for re-appropriation in the fall. As of May 31st, the total Combined Fund Balance and Utility Cash/Cash Equivalent was $18,333,420, a 2.4% decrease from FY16 year-end of $18,786,613. The available cash-on-hand for all City Funds was $17,235,672, an increase of $1,638,227 over the same time period last year. Attachments: Revenue – Expense Report 5-31-17 Combined Balance Sheet 5-31-17 Recommendations: Motion to approve financial report.  City of Martinsville Combined Balance Sheet FY17 - 05/31/17 CURRENT JUNE 30, 2016 TOTAL LIABILITIES FUND BAL & FUND BAL & DIFFERENCE FUND ASSETS &RESERVES CASH & EQUIV. CASH & EQUIV. FROM FY16 GENERAL FUND $ 10,758,609 $ (4,990,128) $ 5,768,481 $ 6,809,939 $ (1,041,458) MEALS TAX $ 281,973 $ - $ 281,973 $ 844,678 $ (562,705) SCHOOL CAFETERIA $ 1,308,001 $ (130) $ 1,307,871 $ 1,149,493 $ 158,379 REFUSE COLLECTION FUND $ 5,773,608 $ (2,291,021) $ 3,482,587 $ 5,328,983 $ (1,846,396) TELECOMMUNICATIONS $ 115,528 $ (63,334) $ 52,195 $ (41,622) $ 93,816 WATER FUND $ 5,865,691 $ (2,443,250) $ 3,422,441 $ 1,911,240 $ 1,511,201 SEWER FUND $ 3,033,642 $ (659,490) $ 2,374,153 $ 1,681,392 $ 692,761 ELECTRIC FUND $ 6,382,319 $ (5,091,513) $ 1,290,806 $ 440,887 $ 849,919 CAPITAL RESERVE FUND $ 456,965 $ - $ 456,965 $ 579,687 $ (122,722) SCHOOL FUND $ 18,901 $ (38,342) $ (19,441) $ - $ (19,441) SCHOOL FEDERAL PROGRAMS $ (96,694) $ (71) $ (96,765) $ 78,554 $ (175,319) CDBG FUND $ 162,737 $ (150,583) $ 12,154 $ 3,382 $ 8,772 TOTAL $ 34,061,281 $ (15,727,861) $ 18,333,420 $ 18,786,613 $ (453,193) RESERVED FUNDS INSURANCE TRUST FUND $ 212,585 $ - $ 212,585 $ 465,476 $ (252,891) INMATE TRUST FUND $ 58,144 $ - $ 58,144 $ 177,546 $ (119,402) Fiduciary Agency Funds: 05-SVRFA $ 27,582 $ (644) $ 26,938 $ (2,338) $ 29,276 06-Dan River ASAP $ 390,638 $ (208,574) $ 182,064 $ 209,706 $ (27,642) 15-PRCJTA $ 332,542 $ - $ 332,542 $ 334,814 $ (2,271) 30-BRRL $ 360,494 $ - $ 360,494 $ 102,217 $ 258,277 TOTALS: $ 1,111,256 $ (209,219) $ 902,038 $ 644,399 $ 257,639  City of Martinsville Consolidated Revenues and Expenditures FY17 - 5/31/17 Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual General Fund Revenues $ 28,348,894 $ 21,402,559 $ 24,408,053 $ 3,940,841 114.0% Expenditures 32,116,530 27,110,238 25,885,556 6,230,974 95.5% Excess (deficiency) of revenues over expenditures $ (3,767,636) $ (5,707,679) $ (1,477,503) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Capital Funds Meals Tax Revenues $ 2,068,373 $ 1,729,289 $ 1,769,105 $ 299,268 102.3% Expenditures 2,668,373 2,331,811 2,331,811 336,562 100.0% Excess (deficiency) of revenues over expenditures $ (600,000) $ (602,522) $ (562,705) Capital Reserve Revenues $ 1,359,120 $ 1,085,367 $ 1,045,021 $ 314,099 96.3% Expenditures 1,764,685 1,455,492 1,455,492 309,193 100.0% Excess (deficiency) of revenues over expenditures $ (405,565) $ (370,125) $ (410,471) TOTAL CAPITAL FUNDS: $ (1,005,565) $ (972,647) $ (973,176) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Refuse Fund Revenues $ 2,205,000 $ 1,848,974 $ 2,130,685 $ 74,315 115.2% Expenditures 2,527,500 1,979,766 1,872,114 655,386 94.6% Excess (deficiency) of revenues over expenditures $ (322,500) $ (130,792) $ 258,571 MINet/Fiber Optic Fund Revenues $ 1,714,075 $ 1,406,694 $ 1,520,600 $ 193,475 108.1% Expenditures 1,744,800 1,162,281 1,458,621 286,179 125.5% Excess (deficiency) of revenues over expenditures $ (30,725) $ 244,413 $ 61,979 Water Fund Revenues $ 3,598,751 $ 3,311,226 $ 3,282,290 $ 316,461 99.1% Expenditures 4,343,421 2,578,459 2,361,816 1,981,605 91.6% Excess (deficiency) of revenues over expenditures $ (744,670) $ 732,767 $ 920,473 Sewer Fund Revenues $ 4,230,512 $ 3,892,071 $ 3,887,396 $ 343,116 99.9% Expenditures 4,706,715 3,132,767 3,184,905 1,521,810 101.7% Excess (deficiency) of revenues over expenditures $ (476,203) $ 759,304 $ 702,490 Electric Fund Revenues $ 19,924,740 $ 18,337,174 $ 17,238,656 $ 2,686,084 94.0% Expenditures 20,494,740 17,170,939 15,916,516 4,578,224 92.7% Excess (deficiency) of revenues over expenditures $ (570,000) $ 1,166,235 $ 1,322,140 TOTAL UTILITY FUNDS: $ (2,113,373) $ 2,527,514 $ 3,203,674 (Fund Bal contrib)  Consolidated Revenues and Expenditures FY17 - 5/31/17 Actual Remaining Difference Budget YTD Balance Budg vs. Actual Cafeteria Revenues $ 1,447,543 $ $ 1,479,411 $ (31,868) 102.2% Expenditures 1,517,543 1,321,032 196,511 87.1% Excess (deficiency) of revenues over expenditures $ (70,000) $ $ 158,379 Schools Revenues $ 23,852,102 $ $ 18,649,140 $ 5,202,962 78.2% Expenditures 23,852,102 18,816,385 5,035,717 78.9% Excess (deficiency) of revenues over expenditures $ - $ $ (167,245) Federal Programs Revenues $ 1,819,804 $ $ 1,421,797 $ 398,007 Expenditures 1,819,804 1,605,802 214,002 Excess (deficiency) of revenues over expenditures $ - $ $ (184,006) TOTAL SCHOOL FUNDS: $ (70,000) $ - $ (192,872) (fund bal contrib) Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 94,753 $ 394,756 $ (300,003) 416.6% Expenditures 784,666 542,212 242,454 69.1% Excess (deficiency) of revenues over expenditures $ (689,913) $ (147,456) TOTAL SPECIAL REVENUE FUNDS: $ (689,913) $ (147,456) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 63,449,465 53,013,354 $ 55,281,805 $ 8,167,660 104.3% Expenditures 70,366,764 56,921,753 54,466,831 15,899,933 95.7% Excess (deficiency) of revenues over expenditures $ (6,917,299) (3,908,399) $ 814,974 Local Sales/Use Taxes $ 2,020,000 $ 1,665,692 $ 1,705,315 $ 314,685 102.4% Meals Taxes $ 1,700,000 1,545,300 $ 1,585,116 $ 114,884 102.6% The Budgeted Revenue amounts do not include any contributions from Fund Balance.  City Council Agenda Summary Meeting Date: June 27, 2017 Item No: 6. Department: Finance Issue: Consent Agenda - Appropriation Approval Summary: Item #1 – The attachment amends the FY17 Budget with appropriations in the following funds: FY17: General Fund: $ 33,128 – reimbursements, asset forfeitures, & grant funds Telecom Fund: $102,292 – recovered costs Item #2 – BPOL Refund: $ 3,028.14 – proration of partial year business license Attachments: Consent Agenda 6-27-17 Recommendations: Approve  BUDGET ADDITIONS FOR 06/27/17 ORG OBJECT DESCRIPTION DEBIT CREDIT FY17 General Fund: 01101918 443312 State Grant - JAG/LLEBG - Police 1,341 01311085 506082 Police - Byrne/JAG Grant Program 1,341 01102925 436103 Non-Categorical Federal Grant - Byrne Grant 22,521 1311085 506082 Police - Byrne/JAG Grant Program 22,521 Police grant programs funding 01100909 490104 Advance/Recovered Costs 1,946 01331108 501300 Sheriff/Corrections - Part-time & Temporary Wages 1,440 01331108 502100 Sheriff/Corrections - Social Security 89 01331108 502110 Sheriff/Corrections - Medicare 21 01331108 506008 Sheriff/Corrections - Vehicle Equipment & Maint. 288 01331110 506200 Sheriff/Annex - Prisoner Allowance 108 Reimbursement from Henry County for litter pickup - May 01101917 442402 Categorical Other State - Confiscated Assets - Comm. Attorney 149 01221082 506105 Commonwealth's Attorney - State Confiscated Assets 149 01101917 442401 Categorical Other State - Confiscated Assets - Police 432 01311085 506078 Police Dept - Conf Assets State 432 State Asset Forfeiture Proceeds 01101917 442701 Categorical Other State - Fire Programs 4,485 01321102 506110 Fire Dept. - State Grant/Fire Programs 4,485 Additional grant funding 01100908 480420 Misc - Donations/Senior Services 575 01714212 506016 Senior Services - Program Supplies 575 Reimbursement from Henry County Senior Healthfair building rental 01100909 490801 Recovered Costs - Senior Services 1,679 01714212 501300 Senior Citizens - Part-time Wages 1,068 01714212 502100 Senior Citizens - Social Security 66 01714212 502110 Senior Citizens - Medicare 16 01714212 506049 Senior Citizens - Vehicle Fuels 529 Transportation Grant - April & May Total General Fund: 33,128 33,128 Telecom Fund: 11100909 490104 Recovered Costs 21,727 11315308 506007 Repair & Maintenance Supplies 21,727 Insurance payment for lightning strike repairs 11100909 490104 Recovered Costs 80,565 11315308 505020 FCC/Telecom Fees 80,565 Reimbursement of FCC fees Total Telecom Fund: 102,292 102,292