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 23, 2018 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 Pledge to the American Flag and Invocation by Council Member Lawson 1. Consider presentation of a proclamation honoring Ruth H. Rothrock (5 mins) 2. Read a Proclamation acknowledging February, 2018 as Black History Month. (5 mins) 3. Hear an update regarding status of activities related to the Brownfield Grant the City received. (10 mins) 4. Hear an update on FY18 Telecommunications operations (10 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: January 23, 2018 Item No: 1. Department: City Council Issue: Consider presentation of a proclamation honoring Ruth H. Rothrock. Summary: At the January 23 meeting, a proclamation will be read and presented to members of the Rothrock family honoring the late Ruth H. Rothrock who passed away on Thursday, January 11, 2018. Attachments: Proclamation Recommendations: Mayor to read and present the proclamation. No formal action by Council is necessary.  Proclamation HONORING RUTH HENRY ROTHROCK WHEREAS, longtime community leader and funeral home director, Ruth Henry Rothrock, passed away on January 11, 2018, at the age of 94; and WHEREAS, Ruth Rothrock came to Martinsville in 1942 and worked for Western Union and Stone Transfer before spending generations working at Collins-McKee-Stone Funeral Home where she served countless families and community members as a licensed funeral director and through her tireless ministry of helping others through difficult times; and WHEREAS, in addition to her accomplished career, she was deeply committed to serving her community and did so by serving at First Baptist Church as a deacon, in the Women’s Missionary Union, and other programs, by serving in various capacities with the Martinsville chapter of SCORE, the Martinsville Hospital Auxiliary, the Piedmont Arts Guild, Grace Network, Beta Sigma Phi International Sorority, and other organizations; and WHEREAS, she was dedicated to encouraging young people to pursue and continue their education and was an active and revered member of the Martinsville Henry County chapter of Altrusa International, Inc., and was a volunteer at Patrick Henry Elementary School; and WHEREAS, she was a loving and devoted mother to her sons, Jim and Dru, and was widely known to and adored by so many others as “Mema” because she constantly served others in ways big and small; NOW, THEREFORE, on this 23rd day of January, 2018, Martinsville City Council hereby honors the late Ruth Henry Rothrock for the contributions she made to our community, for her tireless and dedicated service to others, and for helping make our community a much better place for all. We extend our sincere condolences to the entire Rothrock family. _____________________ M. Gene Teague, Mayor  City Council Agenda Summary Date: January 23, 2018 Item No: 2. Department: City Council Issue: Read a Proclamation acknowledging February, 2018 as Black History Month. Summary: Since 1976, the month of February has been observed as Black History Month. A Proclamation is attached acknowledging this and bringing awareness to the importance of African American history and culture in our community. Attachments: Proclamation Recommendations: No action by Council needed - the Mayor will read the Proclamation.  Proclamation RECOGNIZING FEBRUARY, 2018 AS BLACK HISTORY MONTH IN THE CITY OF MARTINSIVLLE WHEREAS, Dr. Carter G. Woodson, distinguished African American author, editor, scholar, and historian who is known as the “Father of Black History” founded the Association for the Study of Negro Life and History (now the Association for the Study of African American Life and History) in September, 1915, and Negro History Week in 1926, which became Black History Month in 1976, intended to encourage further research and publishing regarding African American heritage; and WHEREAS, Americans of African descent have made valuable and lasting contributions to our country, our state, and our local community, achieving exceptional success in all aspects of society including business, education, politics, science, arts ; and WHEREAS, in 1976 Black History Month was adopted to honor and affirm the importance of the history of African Americans and to focus on the stories and teachings of those who helped build our nation, advance the cause of civil rights and strengthen families and communities; and WHEREAS, the City of Martinsville continues to work toward building an inclusive community that lives up to the American ideal of equality of educational, social, and economic opportunity for all our citizens; NOW, THEREFORE, I, Gene Teague, Mayor, and members of Martinsville City Council do hereby proclaim the month of February, 2018 as Black History Month in the City of Martinsville and we urge all citizens to join in celebrating the significance of African American culture in its past, present, and future. __________________________ Gene Teague, Mayor  City Council Agenda Summary Meeting Date: January 23, 2018 Item No: 3. Department: Community Development Issue: Hear an update regarding status of activities related to the Brownfield Grant the City received. Summary: Staff will provide an update regarding various activities occurring through the Brownfield Grant the City received. Attachments: None Recommendations: Presented for information purposes - no action by Council is needed.  City Council Agenda Summary Date: January 23, 2018 Item No: 4. Department: Telecommunications Issue: Hear an update on FY18 Telecommunications operations. Summary: Telecommunications Director Mike Scaffidi will present an update at the January 9 Council meeting regarding the FY18 Telecommunications budget and the status of projects. 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: January 23, 2018 Item No: 5. Department: Finance Issue: Financial Report Summary: FY18 – 12/31/17 Exclusive of School and Special Revenue Funds, actual revenues were $31,439,664, slightly greater than the amount anticipated through December 31. Local Sales & Use Taxes collected were less than anticipated by $12,488 for total receipts of $783,570 to date; Meals Taxes collected were also less than expected by $9,445, for total receipts of $873,255. Total Utility Fund revenues were $14,925,239, less than anticipated by $548,875, (3.5%). Total actual expenditures were $35,043,169, including encumbrances, which is $317,062 less than the amount anticipated for this time period. Total Utility Fund expenses were $16,627,757, less than anticipated by $291,220 (1.7%). The available cash-on-hand for all City Funds was $15,238,675, a decrease of $743,114 over the same time period last year. FY17 – 6/30/17 As reported in the FY17 CAFR, the Fund Balance Report for Year-end FY17 indicates a net decrease in overall fund balances and utility cash equivalents of $720,948 between year-end FY16 and year-end FY17. This amount includes the approved re-appropriations. Attachments: Revenue – Expense Report 12-31-17 YE FY17 Fund Balances 6-30-17 Recommendations: Motion to approve financial report.  CITY OF MARTINSVILLE FUND BALANCES YE FY17 Audited Fund Re- Audited Fund Balance & Cash Revenues Expenditures appropriated Balance & Cash Net (Decrease) Equiv. 06/30/16 FY17 FY17 Funds Equiv. 06/30/17 Increase GENERAL 6,809,939 28,910,114 30,079,952 1,163,620 4,476,481 (2,333,458) MEALS TAX 844,678 2,106,392 2,668,373 282,697 (561,981) CAPITAL RESERVE 579,687 1,380,851 1,444,616 319,576 196,346 (383,341) TOTAL CAPITAL FUNDS 1,424,365 3,487,243 4,112,989 319,576 479,043 (945,322) REFUSE 5,328,983 2,255,618 2,240,388 32,861 5,311,352 (17,631) WATER 1,911,240 3,544,906 2,138,409 3,317,737 1,406,497 SEWER 1,681,392 4,196,844 3,215,670 200,000 2,462,566 781,174 ELECTRIC 440,887 18,467,604 17,790,353 334,128 784,010 343,123 TOTAL UTILITY FUNDS 9,362,502 28,464,972 25,384,820 566,989 11,875,665 2,513,163 *Cash & Cash Equivalent Reported for Utilities CAFETERIA 1,149,493 1,751,224 1,530,521 1,370,196 220,703 SCHOOLS 0 21,868,494 21,868,494 634,794 (634,794) (634,794) SCHOOL GRANTS 78,554 1,830,473 1,896,637 12,390 (66,164) TOTAL SCHOOL FUNDS 1,228,047 25,450,190 25,295,651 634,794 747,792 (480,255) TELECOMMUNICATIONS (41,622) 2,051,726 1,593,086 22,000 395,017 436,639 CDBG 3,382 571,792 466,026 17,481 91,667 88,285 TOTAL SP REV FUNDS (38,240) 2,623,518 2,059,113 39,481 486,684 524,924 TOTAL ALL FUNDS 18,786,613 88,936,037 86,932,525 2,724,460 18,065,665 (720,948) Fund Balance Summary Total Funds: Total Category: Non-spendable: 1,205,350 Inventory 1,200,075 Prepaid Items - Gen Fund 5,275 Restricted: 0 Capital Proj - Meals Tax Fund 0 Capital Reserve Fund Project 0 Committed to: 1,424,221 PART 41,635 Cafeteria Fund 1,370,196 School Grants Fund 12,390 Assigned to: 907,767 Capital Reserve Fund 515,922 CDBG - Special Revenue 109,148 Meals Tax Fund 282,697 Unassigned: 14,528,327 Non-utility Funds: 3,025,234 Utility Funds: 11,503,093 Totals: 18,065,665 18,065,665 Unassigned Comparison to Policy - Non-Utility Funds Cash Reserves Comparison Cash Reserves by Fund: Fund Balance Utility Funds Refuse: 4,147,536 Recommended Variance to Actual: 11,503,093 Water: 1,542,101 10% of Budget Policy Recommended 11,367,758 Sewer: 1,905,717 3,024,214 1,021 Variance: 135,335 Electric: 3,772,404 Rev. 1/16/18 TOTAL: 11,367,758  City of Martinsville Consolidated Revenues and Expenditures FY18 - 12/31/17 Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual General Fund Revenues $ 30,134,893 $ 14,268,533 $ 14,854,210 $ 15,280,683 104.1% Expenditures 31,299,302 15,995,231 15,969,388 15,329,914 99.8% Excess (deficiency) of revenues over expenditures $ (1,164,409) $ (1,726,698) $ (1,115,178) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Capital Funds Meals Tax Revenues $ 2,187,978 $ 1,067,282 $ 1,057,837 $ 1,130,141 99.1% Expenditures 1,973,373 1,519,528 1,519,528 453,845 100.0% Excess (deficiency) of revenues over expenditures $ 214,605 $ (452,246) $ (461,691) (Contrib to FB) Capital Reserve Revenues $ 1,153,247 $ 602,378 $ 602,378 $ 550,869 100.0% Expenditures 1,518,508 926,495 926,495 592,013 100.0% Excess (deficiency) of revenues over expenditures $ (365,261) $ (324,117) $ (324,117) TOTAL CAPITAL FUNDS: $ (150,656) $ (776,363) $ (785,809) (Fund Bal contrib) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual Refuse Fund Revenues $ 2,243,625 $ 848,900 $ 842,768 $ 1,400,857 99.3% Expenditures 2,967,223 1,008,353 930,012 2,037,211 92.2% Excess (deficiency) of revenues over expenditures $ (723,598) $ (159,453) $ (87,244) MINet/Fiber Optic Fund Revenues $ 1,772,761 $ 692,216 $ 833,429 $ 939,332 120.4% Expenditures 1,794,761 932,745 1,072,095 722,666 114.9% Excess (deficiency) of revenues over expenditures $ (22,000) $ (240,529) $ (238,666) Water Fund Revenues $ 3,604,065 $ 1,801,563 $ 1,785,306 $ 1,818,759 99.1% Expenditures 4,129,701 1,716,741 1,757,697 2,372,004 102.4% Excess (deficiency) of revenues over expenditures $ (525,636) $ 84,822 $ 27,609 Sewer Fund Revenues $ 4,178,512 $ 2,089,256 $ 2,159,601 $ 2,018,911 103.4% Expenditures 5,650,167 3,928,176 3,770,987 1,879,180 96.0% Excess (deficiency) of revenues over expenditures $ (1,471,655) $ (1,838,920) $ (1,611,385) Electric Fund Revenues $ 20,041,707 $ 10,042,179 $ 9,304,134 $ 10,737,573 92.7% Expenditures 21,700,133 9,332,962 9,096,966 12,603,167 97.5% Excess (deficiency) of revenues over expenditures $ (1,658,426) $ 709,217 $ 207,168 TOTAL UTILITY FUNDS: $ (4,379,315) $ (1,204,334) $ (1,463,852) (Fund Bal contrib)  Consolidated Revenues and Expenditures FY18 - 12/31/17 Actual Remaining Difference Budget YTD Balance Budg vs. Actual Cafeteria Revenues $ 1,561,255 $ $ 746,649 $ 814,606 47.8% Expenditures 1,597,955 694,728 903,227 43.5% Excess (deficiency) of revenues over expenditures $ (36,700) $ $ 51,921 (Fund Bal contrib) Schools Revenues $ 22,036,647 $ $ 9,609,802 $ 12,426,845 43.6% Expenditures 22,806,169 10,493,517 12,312,652 46.0% Excess (deficiency) of revenues over expenditures $ (769,522) $ $ (883,716) Federal Programs Revenues $ 614,376 $ $ 890,912 $ (276,536) 145.0% Expenditures 614,376 1,040,307 (425,931) 169.3% Excess (deficiency) of revenues over expenditures $ - $ $ (149,395) TOTAL SCHOOL FUNDS: $ (806,222) $ - $ (981,189) (fund bal contrib) Actual Remaining Budget YTD Balance Special Revenue Funds CDBG Fund Revenues $ 138,283 $ 139,317 $ (1,034) 100.7% Expenditures 155,764 239,529 (83,765) 153.8% Excess (deficiency) of revenues over expenditures $ (17,481) $ (100,211) TOTAL SPECIAL REVENUE FUNDS: $ (17,481) $ (100,211) Actual Remaining Difference Budget Anticipated YTD Balance Ant vs. Actual GRAND TOTALS: (excluding Schools & Special Revenues) Revenues: $ 65,316,788 31,412,307 $ 31,439,664 $ 33,877,124 100.1% Expenditures 71,033,168 35,360,231 35,043,169 35,989,999 99.1% Excess (deficiency) of revenues over expenditures $ (5,716,380) (3,947,924) $ (3,603,505) Local Sales/Use Taxes $ 2,065,000 $ 796,058 $ 783,570 $ 1,281,430 98.4% Meals Taxes $ 1,820,000 882,700 $ 873,255 $ 946,745 98.9% The Budgeted Revenue amounts do not include any contributions from Fund Balance.  City Council Agenda Summary Meeting Date: January 23, 2018 Item No: 6. Department: Finance Issue: Appropriation Approval Summary: The attachment amends FY18 Budget with appropriations in the following fund: General: $ 300,013 – Reimbursement, Donation, Refund Attachments: Consent Agenda 1-23-18 Recommendations: Approve  BUDGET ADDITIONS FOR 1/23/18 ORG OBJECT DESCRIPTION DEBIT CREDIT FY18 General Fund: 01101917 442810 Categorical Other State - Highway Project 296,132 01420152 508220 VDOT Reserve - Physical Plant Expansion 296,132 Reimbursements 01100908 480403 Miscellaneous - Donations/Bike Rodeo 1,881 01311085 506081 Police Dept. - Bike Rodeo Supplies/Grant 1,881 Donations 01100909 490104 Advanced/Recovered Costs 2,000 01311085 503300 Police Dept. - Software Maintenance 2,000 Refund from software vendor Total General Fund: 300,013 300,013