City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:30m Closed Session 7:30 pm Regular Session Tuesday, April 24, 2018 6:30 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 Mayor Teague 1. Consider approval of minutes of February 12, 2018 Neighborhood Meeting, February 13, 2018 Council Meeting, February 27, 2018 Council Meeting, March 8, 2018 Work Session. (2 mins) 2. Consider presentation of a proclamation recognizing Friday, April 27, 2018 as National Arbor Day. (5 mins) 3. Hear an update from Lisa Fultz of the M-HC Chamber of Commerce regarding activities related to the City/C-PEG Small Business Development contract. (15 mins) 4. Conduct a public hearing on the FY18-19 budget and consider approval of the FY19 budget ordinance on first reading (45 mins) 5. 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. 6. Comments by members of City Council. (5 minutes) 7. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: April 24, 2018 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes Summary: None Attachments: February 12, 2018 Neighborhood Informational Meeting minutes February 13, 2018 Council Meeting minutes February 27, 2018 Council Meeting minutes March 8, 2018 Budget Work Session Recommendations: Motion to approve minutes as presented. February 12, 2018 Neighborhood Meeting D & W Trail Extension Section 6B Martinsville City Council held a community informational meeting on February 12, 2018. Those present were Mayor Gene Teague, Council Member Kathy Lawson, Vice Mayor Chad Martin, Council Member Sharon Hodge and Council Member Jennifer Bowles. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, and City Attorney Eric Monday. Mickey Powell of the Martinsville Bulletin was also present. The informational meeting was held at Druid Hills Elementary School, 746 Indian Trail, Martinsville, VA beginning at 7:00 PM, with Mayor Gene Teague presiding. Mayor Teague opened the meeting at 7:00 pm. The purpose of the meeting was to discuss the extension of the Dick & Willie Trail from Spruce Street to Smith River Sports Complex. Leon Towarnicki summarized how the trail project has progressed to this point and noted since the initial City Council meeting on January 9, the County has obtained the ability to execute an option to acquire additional property for the trail project that will allow the trail to be shifted by an average of approximately 100 feet, farther away from the rear properly line of homes along Country Club Drive. This is in an effort to address concerns expressed by residents regarding the close proximity of the original trail route to the rear of some of the properties along Country Club Drive. A number of residents from the neighborhood spoke, most generally not in favor and opposed to the project being in the Country Club Drive neighborhood, and particularly behind the homes. Joe Roach, 1011 Country Club Drive suggested sending a letter to the Harvest Board requesting they pull back the grant funding allocated for the project. Crystal Caldwell, 1303 Country Club Drive noted the City should have known in advance, the details of this project. Joe Ratliff, 1013 Country Club Drive expressed concerns about the traffic the trail would bring to the area and doesn’t want the trail at all in this area. Giles Smith 1101 Country Club Drive indicated the trail isn’t necessary, suggested cutting off funding for the project and denying the County’s request for the trailhead easement. He questioned the impact to City services in regard to the need to respond to emergency calls coming from the trail. Ellen Jesse, 701 Starling Avenue noted the trail is a wonderful amenity for the community and thanked the City/Country for attempting to work together to make the project happen. She noted that the trail location is dependent on landowners who are willing to sell, or allow use of their property. A number of other speakers addressed Council, all generally not in favor of the trail being behind the homes even with the proposed realignment moving the trail farther away from the rear of properties on Country Club Drive; some questioning the impact on property values with a trail located close to private properties; some noting the money being spent on the trail project could be better spent on other community needs, and some noting they do not believe a trail adds any value to a community. February 12, 2018 Neighborhood Meeting D & W Trail Extension Section 6B The consensus from the neighborhood group was for Council to not grant the easement Henry County is requesting for the trailhead development on Spruce Street and to send a letter to Harvest requesting the project be de-funded. They also questioned the impact on tourism and property values. The meeting adjourned at 8:50 pm. ___________________________________ _______________________________ Leon Towarnicki Gene Teague Clerk of Council Mayor February 13, 2018 The regular meeting of the Council of the City of Martinsville, Virginia was held on February 13, 2018 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Chad Martin, Sharon Hodge, Kathy Lawson and Jennifer Bowles. 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, Commissioner of Revenue Ruth Easley, Public Works Director Chris Morris, Fleet Manager Lane Shively and Police Chief Eddie Cassady. 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) Code of Virginia (1950, and as amended) and upon a motion by Council Member Lawson, seconded by Hodge, with the following 5-0 recorded vote: Council Member Lawson, aye; Council Member Bowles, aye; Mayor Teague, aye; Council Member Hodge, and Vice Mayor Martin, 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. 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: Council Member Bowles, aye; Mayor Teague, aye; Council Member Hodge, aye; Vice Mayor Martin, aye; and Council Member Lawson, aye. Vice Mayor Martin made a motion to appoint Carol Kendrick to the Arts and Cultural Committee (Citizen position) for an unexpired 3-year term ending December 31, 2020. The motion was seconded by Council Member Hodge with all Council Members voting in favor. Council Member Lawson made a motion to appoint Veraine Randolph to the Anchor Group Home Commission for an unexpired 4-year term ending December 31, 2018. The motion was seconded by Council Member Bowles with all Council Members voting in favor. Following the Pledge to the American Flag and invocation by Vice Mayor Martin, Mayor Teague welcomed everyone to the meeting. Consider extending the City’s participation in the I-73 Coalition for an additional 12 months, through the end of 2018 – City Manager Towarnicki welcomed John Stirrup, Co- Executive Director of the Coalition and partner of Alcalde and Fay Government and Public Affairs Consultants. Stirrup presented information to Council including how they are raising awareness of I73, it’s benefits and actions taken on both a federal and state level. Council Member Hodge explained that she is no longer in support of this project and questioned what February 13, 2018 the City would get out of it since some information presented tonight was different from what was shared previously. Stirrup responded to Hodges concerns and explained the Governor Mcauliffe was not in total support previously where as Governor Northam is. Mayor Teague asked how representatives in other areas would respond if Martinsville or other locations are not “on board”. Stirrup explained that it would put doubt in those locations’ confidence in the project. Council Member Hodge would like to see measurable support which has not been presented yet. Stirrup gave examples of how the project has progressed in the past three years. Council Member Lawson made a motion to extend the City’s participation in the Coalition for an additional 12 months, Vice Mayor Martin seconded the motion with a 4-1 vote: all Council Members in favor with the exception of Council Member Hodge. Consider authorizing execution of an easement to Henry County for recreational use of approximately 0.76 acres located on the south side of Spruce Street adjacent to Mulberry Creek for the purpose of constructing a trailhead facility for the extension of the Dick and February 13, 2018 Willie Trail – City Manager Towarnicki summarized the steps taken on the Dick and Willie extension plan and the County’s action to shift the trail’s proposed location in consideration of City residents. Mayor Teague asked how many in attendance were in favor or opposed to the proposed location. Council Member Hodge asked how many in support of the trail were City residents. Vice Mayor Martin asked how many in attendance lived at properties affected by the City. No motion was made to authorize the execution. Council Member Bowles expressed her support of the trail and had the opportunity to view the properties directly affected by the trail extension. Bowles explained that each residents concerns are important. Bowles feels that the County did not detail the trail thoroughly and that not all affected by the extension were notified. She explained that the residents do see the advantage of the trail but there is a large percentage of residents who do not support the project. Council Member Lawson explained that the County wasn’t completely transparent with the City on their plans for the trail extension. Lawson is supportive of extending the trail but feels there could be a better route considered. Lawson questioned who signed the Harvest application. City Manager Towarnicki said he would check into Lawson’s question. Lawson clarified that she is not opposed to the trail, she is opposed to the route. Vice Mayor Martin mirrored Lawson and Bowles comments and stated that the neighborhood meeting opened his eyes to legitimate concerns. Martin said residents and City Council were not notified of all information regarding the trail. Council Member Hodge was opposed to the plan since January 9th and feels the process was flawed from the beginning. If the EDC, Harvest Foundation and the County are true partners then they could have met to map out a more appropriate route. Mayor Teague feels the process was flawed and the County failed to do a proper job contacting the residents. Teague’s concern is that they are leaving the residents with the thoughts that the trail project is cancelled. Harvest has already funded the project and the County has already decided to move forward with the project, the question is how much of the trail will be built. Council Member Hodge made a motion to send a letter to the Harvest Foundation requesting they stop the continued investment and halt support the project. Vice Mayor Martin seconded the motion with all Council Members voting in favor. Council Member Hodge made a second motion for Council to ask the Planning Commission to revisit the zoning ordinance regarding how open space projects are handled. Council Member Bowles seconded the motion with all Council Members voting in favor. Community Development Wayne Knox confirmed that he has significant information to go forward with the request. February 13, 2018 February 13, 2018 February 13, 2018 Hear information from the Town of South Boston regarding the transition from city to town - City Manager Towarnicki introduced South Boston Town Manager Tom Raab. South Boston was the first City in Virginia to go through the reversion process in the 1990s. Towarnicki explained to the media that Mr. Raab was here for informational purposes only and the discussion of reversion is inevitable during budget months. In 1995, Raab was on the Planning Commission in South Boston and provided details of the annexation of South Boston from a City to a Town. County Commissioner of Revenue and County Treasurer will be elected and there will no longer be a need for those City positions. There is no need for separate courts, trash collection, voter registration, recreation, etc. Taxes will be paid to both Town and County. Raab highly recommended taking control over properties on both sides of the Smith River. Council Member Bowles asked what the biggest setback was resulting from the reversion. Raab explained that the relationship between the Town and County suffered which causes making decisions more complicated now. Raab said he would do it again even with the complications, that reversion was the only choice South Boston had left. Financially it was a good move for both the County and the Town but the tax rates should have been kept up. Raab recommended that the Board of Supervisors and Council Members talk and try to keep the lawyers out of it. Raab said the school consolidation wasn’t a big deal. The process to revert took approximately four years. South Boston has a 7-member Town Council board. Residents liked the reduced costs but didn’t like receiving two separate bills. City Manager Towarnicki explained that one of the issues is the amount of time for the process to be February 13, 2018 completed. Raab recommended that the City keep the same IDA but South Boston works well with the County IDA as well. Conduct a public hearing to hear public input regarding a street abandonment of an alley way, consider abandonment of the alley and conveyance to adjacent property owners – City Attorney Monday explained that the new owners of the Druid Lanes property have discovered that the alley was never abandoned, it’s never been used and are requesting that the city abandon the lot for a cleaner paper map. The alley would be split between property owners on either side. Mayor Teague opened the public hearing. Commissioner of Revenue Easley asked for confirmation that the entire alley be abandoned and would there be new maps drawn to get them back on the tax roll. City Attorney Monday asked that only the portion that goes through Druid Lanes be modified otherwise the other property owners would have to pay extra for the additional property and surveys to provide new maps. The public hearing was closed. Council Member Bowles made a motion to approve the abandonment Druid Lane’s section of the alley only, Council Member Lawson seconded the motion with all voting in favor. The public hearing was reopened then closed again with no one approaching the podium. Council Member Bowles made the motion to convey the alley to the Druid Lane’s property owners. Council Member Lawson seconded the motion with all Council Members voting in favor. February 13, 2018 Consider adoption of a resolution requesting the transfer of unspent VDOT revenue sharing funds designated for the Uptown paving project to the Commonwealth Boulevard bridge repair project – City Manager Towarnicki explained that moving the money requires a resolution. The bridge is estimated to be a $2.3 million project. Council Member Lawson made a motion to adopt the resolution, Council Member Hodge seconded motion with all Members voting in favor. February 13, 2018 Consider sale of property located at 310 Hairston Street, Martinsville, Virginia – City Manager Towarnicki said the city bought this property with the understanding that it would need to be demolished but the City was able to reroute the sewer line. The City has received another offer and deposit on the purchase of the property. He recommends the property be sold. Mayor recessed Council and declared the Housing Authority in session. Housing Authority Member Lawson made a motion to approve the sale of the property; Housing Authority Member Hodge seconded the motion with all Members voting in favor. Housing Authority Chairman Teague adjourned the Housing Authority and reconvened as City Council. Consider approval of Consent Agenda - Council Member Hodge made a motion to approve the consent agenda as presented; Council Member Bowles seconded the motion with all Council Members voting in favor. February 13, 2018 Business from the Floor – Ural Harris, 217 Stuart Street requested that the old reversion study be replaced on the website. City Manager confirmed that it has been added. The Chief of Police Cassady detailed the efforts of a Ridgeway Eagle Scout who completed a drug recycle box project. He placed a drug recycle box in front of the Municipal Building lobby which would accept all drugs with the exception of liquids and chemotherapy drugs. The police department will continue with their bi-annual drug take back programs. Wayne Knox shared details on the upcoming Citizens Academy beginning March 1 and every Thursday through March. Crystal Caldwell, 1303 Country Club Drive thanked Council for taking all things into consideration regarding the trail. Bill Moorefield, Spruce St Extension wishes there were a group in the City that would work with the County officials to make the trail in a fashion agreeable with everyone. Moorefield wonders if Council viewed both South Boston and Halifax County budgets before and after to see the actual results and costs. Comments by members of City Council – Council member Lawson says the local hospital is on diversion status. Council Member Bowles shared the physical location of City Council Chambers for those viewing who may not know. Bowles recommends any graduate attend PHCC for two years before attending a four year college. Vice Mayor Martin thanked the residents for their persistence in standing up for their beliefs related to the Dick and Willie Trail. Comments by City Manager – City Manager Towarnicki explained that the pre-budget work session emails would go out either the last week of February or first week of March. February 13, 2018 Towarnicki explained that the boy scouts in the area do local eagle scout projects and in the local district in 2017, there were 31 projects done with a minimum of 100 project hours invested. These scouts do great work that doesn’t always get recognized. City Attorney Monday thanked the Commissioner of Revenue for bringing the issue with the alleyway to Council’s attention. Council Member Bowles expressed condolences to Officer Stone in the passing of his father. There being no further business, Council Member Hodge made a motion to adjourn the meeting; the motion was seconded by Council Member Bowles with all Council Members voting in favor. The meeting adjourned at 9:23 pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor February 27, 2018 The regular meeting of the Council of the City of Martinsville, Virginia was held on February 27, 2018 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Chad Martin, Sharon Hodge, Kathy Lawson and Jennifer Bowles. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, Clerk of Council Karen Roberts, Finance Director Linda Conover, Parks and Recreation Program Coordinator Zach Morris, Senior Services Coordinator Betsy Pace, Chief Sheriff’s Deputy Laura Hopkins, Sheriff Steve Draper, and Police Lieutenant Sandy Hines. 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) Code of Virginia (1950, and as amended) and upon a motion by Council Member Hodge, seconded by Council Member Lawson, with the following 5-0 recorded vote: Council Member Lawson, aye; Council Member Hodge, aye; Mayor Teague, aye; Council Member Bowles, and Vice Mayor Martin, 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. 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 Bowles, with the following 5-0 recorded vote in favor to return to Open Session: Council Member Bowles, aye; Mayor Teague, aye; Council Member Hodge, aye; Vice Mayor Martin, aye; and Council Member Lawson, aye. Council Member Bowles made a motion to appoint Alexir Hairston to the Arts and Cultural Committee (City Business Owner position) for an unexpired 3-year term ending March 31, 2020. Vice Mayor Martin seconded the motion with all members voting in favor. Council Member Hodge made a motion to appoint Lisa Smith to the Southern Area Agency on Aging Board of Directors for a 3-year term ending February 28, 2021. Council Member Lawson seconded the motion with all members voting in favor. Council Member Hodge made a motion to appoint Ashley Carter to the Blue Ridge Regional Library Governing Board for an unexpired 4-year term ending June 30, 2021. Council Member Lawson seconded the motion with all members voting in favor. Following the Pledge to the American Flag and invocation by Mayor Teague, Teague welcomed everyone to the meeting. February 27, 2018 Recognize City Employees who are eligible for Service Awards – January 1 through March 31, 2018 – City Manager Towarnicki explained that this recognition is done each quarter. Mayor Teague read the list recognizing the employees and their years of service. Read and present a proclamation acknowledging the 150th anniversary of the Benevolent and Protective Order of Elks – Mayor Teague recognized Mr. Cobbler, Mr. Stegall and Sheriff Draper who are members of the Elks Club and read the proclamation. Mr. Cobbler thanked Council for the recognition and summarized some of their responsibilities to the local community and especially to the veterans. He detailed some former presidents who were members of the organization. The Elks National Foundation has provided more than $3.6million in scholarships. More than 10 million dictionaries have been donated to schools and another project provided safety glasses to area high schools. They sponsor a fishing rodeo at King’s Grant including lunch. February 27, 2018 Hear a staff update on operations of City Parks and Recreation and Senior Services – Betsy Pace summarized activities at the Senior Center including an AARP smart driver course, cosponsoring with the Blue Ridge Regional Library for an 8-week adult computer course, the oil painting classes will begin again in March, and seniors are making deco-mesh Easter wreaths tonight. They are busy planning the Annual Health Fair on May 3 cosponsored with Henry County Parks and Rec and will offer vision, cancer, and blood pressure screening as well as other testing. They have just completed an application for grant money from the Southern Area Agency on Aging to expand transportation services that will help supplement funding. Pace said 200-250 residents attend the health fair yearly. The Senior Center provides transportation to residents who do not qualify for Medicaid transportation assistance. Vice Mayor Martin suggested that the Senior Center partner with the Youth Harvest Foundation on classes also. Zach Morris summarized Parks and Recreation activities since his last update to Council October 2017 including youth basketball teams, a volleyball league, and a basketball coed league with the largest participation in years. Upcoming sports include youth baseball, softball and coach pitch league. Parks and Rec will begin requiring birth February 27, 2018 certificates to verify age. There is also a new bat requirement that requires a USA bat stamp to better protect the children. The Adult men and women softball league starts soon. The activity guide will be available to the public in April. There is a bathroom project in the works at Southside to eliminate some congestion at the concession stand and will update the existing bathrooms. Park shelters can be reserved April 1 – October 1 by calling the Parks and Rec department. Registration for all sports is $10. The main revenue source for Parks and Recreation during tournaments is the leasing of the fields at approximately $100 per day. The concessions are handled through the Recreation Association. Council Member Hodge suggested that Morris work with Uptown Martinsville and the Chamber to build on the tournament benefits. Consider authorizing execution of a contract for the City’s Jail Security Project – City Manager Towarnicki summarized the project that has been ongoing for several years regarding the need to upgrade the intercom system, video and door locks. The project was started with the intention that it could be handled internally but keeping it in-house was not beneficial. The City contacted Moseley Architects, which specializes in jail security, and had them bid the cost of the project. The funds would be pulled from the FY19 budget so it would require Council’s approval. Sheriff Draper said they encouraged local bidders but they could not meet all needs necessary. Draper explained that the security of the jail has become dangerous, especially for the inmates. Completion could be as early as September and includes a 2-year warranty and a 3-year continuance agreement. Council Member Bowles made a motion to authorize the execution of the contract; Council Member Lawson seconded the motion. City Manager explained that this project would be plugged into the capital requirements for FY19 regardless; the authorization tonight will just move the project forward faster. Towarnicki explained there are already three high priority items on the capital list, the jail project being one. Draper would apply for grants to assist in funding. All Council Members voted in favor. Hear information related to the FY19 budget process – City Manager Towarnicki summarized the upcoming budget process and schedule including department meetings, budget work sessions including schools, budget drafts, public hearings, etc. 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 Council Members voting in favor. February 27, 2018 Consider setting a public hearing for the sale of property located on the south corner of the intersection of Fayette Street and Memorial Boulevard – City Manager Towarnicki described the lots and the adjacent property owners desire to purchase the property. Wayne Knox explained that the two lots in question and the adjacent properties would be rezoned as commercial. Council Member Hodge made a motion to set the public hearing for March 13, 2018; Council Member Lawson seconded the motion with all Council Members voting in favor. Business from the Floor – no one approached the podium Comments by members of City Council – Vice Mayor Martin thanked Jenny Owens and Martinsville City Schools for allowing him to participate in their activities. Council Member Lawson shared details on the Martinsville high school after prom fundraiser March 17 at the high school. She thanked the Public Works and Fire Department for helping with the water suppression system at the Fidelity Bank over the weekend. Council Member Bowles attended the STAGS 1262 open house and she is amazed at the abilities of those youths. Bowles expressed concern about the corner of Fayette and Market Street where she has seen several close accidents and would like the Transportation Safety Committee look at that area. Council Member Lawson said some of the arrows were not put back after the paving project, Towarnicki confirmed that those would be put back. Mayor Teague explained that the City Attorney participated in closed session but was not feeling well and was unable to attend the Council meeting February 27, 2018 Comments by City Manager – The schools have offered tours to Council Members again this year for anyone interested. The FastTrack Trade Show will be held March 6-7 and the City has three booths this year; Council Members have been provided tickets. Towarnicki explained some residents received electric bills from January that were excessively high; he reminds residents of those colder days in January and explained that the City purchased 40% more power than in previous months. There were a few bill-printing errors that were attributed to the changeover and those have been corrected. Council Member Bowles reminded residents that the City does offer free electric audits by contacting the Electric Department. Vice Mayor Martin suggested the electric department share energy saving ideas on MGTV. Towarnicki said they did not find any errors on the electric side; the bills were high because of high consumption. If residents have concerns, they can contact the City Electric and Utility Billing departments. The current VML Magazine includes an article about the Martinsville meter project and a very good article titled Feeling the Squeeze regarding fiscal stress on localities. There being no further business, Council Member Hodge made a motion to adjourn the meeting; the motion was seconded by Council Member Bowles with all Council Members voting in favor. The meeting adjourned at 9:05pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor March 8, 2018 Budget Work Session A special meeting of the Council of the City of Martinsville, Virginia, was held on March 8, 2018, in Council Chambers, Municipal Building, at 6:00PM, to conduct a budget work session with Mayor Gene Teague presiding. Council Members present included: Mayor Teague, Vice Mayor Chad Martin, Council Member Kathy Lawson, Council Member Jennifer Bowles and Council Member Sharon Brooks Hodge. Staff present included: City Manager Leon Towarnicki, Clerk of Council Karen Roberts, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Finance Director Linda Conover, School Superintendent Dr. Zeb Talley, Travis Clemmons, Janie Fulcher, Angilee Downing, and Members of the School Board. Mayor Teague opened the Council meeting and Joan Montgomery, School Board Chairperson opened the School Board meeting. City Manager Towarnicki explained that the pre-budget work session in 2017 was helpful in planning the FY18 budget and he hopes tonight’s meeting will be beneficial also. The School Budget will be discussed the first hour. School Board members explained that they were not particularly pleased with their internal budget process last year so this year they looked at the school board goals of achievement, hiring and retaining quality teachers and school safety a little differently. This year, they have chosen two people from the board to serve as committees and communicate with the board on specific priorities. Dr. Talley said their goal is to prepare students to be college ready. The priority goals are to increase student achievement and get all schools accredited, reduce suspensions by 10%, reduce student absenteeism and recruit, hire, retain and support a highly qualified staff. Travis Clemmons further explained the revenue and cost factors that would affect the FY19 budget. Dr. Talley detailed the additional budget requests and funds requested. Council members express concern regarding the School Board not entering the information into Munis for review and providing a line item budget; School Board members request more trust from Council in regards to the reports they currently provide. March 8, 2018 Budget Work Session March 8, 2018 Budget Work Session March 8, 2018 Budget Work Session The School Board adjourned their meeting at 7:18pm. City Council took a short break then continued the discussion on general City budget and Strategic Plan review. City Manager Towarnicki detailed the budget process. Council discussed options on how to handle future budgets to encourage the school board to work around the funds available. Towarnicki talked about the budget shortfall and fund balance. If Council approves the school’s request then adjustments will need to be made in other areas. Mayor Teague said his preference would be to reduce the budget by a percentage across the board. Council Member Hodge supports level funding for the schools. Towarnicki explained that when staff leaves or retires, the position and functions are looked at and when possible, the department restructured so that position is eliminated instead of filled. Council touched on reversion related to the budget briefly. Council opted to discuss reversion and strategic planning at a future meeting. There being no further business, Council Member Hodge made a motion to adjourn the meeting, Council Member Lawson seconded the motion with all Council Members in favor. The meeting adjourned at 8:20pm. ___________________________________ ___________________________________ Karen Roberts, Clerk of Council Gene Teague, Mayor  City Council Agenda Summary Meeting Date: April 24, 2018 Item No: 2. Department: Community Development Issue: Consider presentation of a proclamation recognizing Friday, April 27, 2018 as National Arbor Day. Summary: Every year in the month of April a holiday is celebrated called Arbor Day. It is done so to remind the citizens of this nation, of the importance of trees and to remind them to support efforts to protect them. As has been the practice in past years, City Council approves a proclamation observing a day in April as Arbor Day in the City of Martinsville. Attachments: Proclamation Recommendations: The Mayor will read the Proclamation and present to Wayne Knox, representing the Tree Board.  P R O C L A M A T I O N WHEREAS, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, Arbor Day is now observed throughout the nation and the world; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, lower our heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products; and WHEREAS, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal; NOW, THEREFORE, I, Gene Teague, Mayor of the City of Martinsville, do hereby proclaim April 27, 2018 as ARBOR DAY in the City of Martinsville, and I urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and FURTHER, I urge all citizens to plant trees to gladden the heart and promote the well- being of this and future generations. _____________________________ Gene Teague Mayor  City Council Agenda Summary Meeting Date: April 24, 2018 Item No: 3. Department: City Council Issue: Conduct a Public Hearing on the FY18-19 Budget and consider approval of FY19 Budget Ordinance on first reading. Summary: Attached is the summary of the 2018-19 Budget in ordinance form Attachments: 2019 Budget Ordinance Recommendations: Approval on first reading with roll call vote. Pursuant to § 15.2-2506 of the Code of Virginia notice is hereby given of a Public Hearing on the proposed budget for the City of Martinsville, Virginia, for its fiscal year ending June 30, 2018. Martinsville City Council will conduct the public hearing in the Council Chamber, City Hall, 55 West Church Street, on Tuesday, April 24, 2018, beginning at 7:30 p.m., or as soon thereafter as practicable. The amounts listed below, except for School Funds, are recommendations from the City Council and the City Manager. The Public Hearing is being conducted to allow citizens of the community an opportunity to comment regarding the proposed budget. Following the public hearing, City Council may take action to approve the recommended budget or modify the amounts as they deem appropriate. SUMMARY STATEMENT OF BUDGET ESTIMATES 2018-2019 PROJECTED BUDGETED CHANGES FUND REVENUES EXPENDITURES FUND BALANCE General $29,243,832 $30,885,893 ($1,642,061) Meals Tax $2,187,978 $2,287,978 ($100,000) Capital Reserve $959,021 $1,059,021 ($100,000) Refuse $2,242,000 $2,442,000 ($200,000) Telecommunications $1,931,728 $1,931,728 $0 Water $3,599,279 $4,223,949 ($624,670) Sewer $4,154,512 $4,814,210 ($659,698) Electric $21,018,640 $21,453,640 ($435,000) Cafeteria* $1,501,862 $1,680,362 ($178,500) School Operating** $22,547,099 $22,547,099 $0 CDBG $10,930 $300 $10,630 TOTALS: $89,396,881 $93,326,180 ($3,929,299) *Cafeteria - Provided by School Personnel **School Operating - As recommended by City Manager Tax Rates (unchanged): Real Estate: $1.0621 per $100 assessed value Personal Property: $2.30 per $100 assessed value Machinery & Tools: $1.85 per $100 assessed value Proposed for Electric: Increase in Power Cost Adjustment (PCA) of $.00556; average increase of 4.64%  City Council Agenda Summary Date: April 24, 2018 Item No: 4. Department: City Manager Issue: Hear an update from Lisa Fultz 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 related to the City/C-PEG Small Business Development contract, West Piedmont Business Development Center (incubator), the Farmer’s Market, and other issues. In the proposed FY19 budget, a continuation of funding for CPEG’s small business development initiatives in the City is being recommended. Attachments: Draft MOU for continued CPEG small business development services for FY19. Recommendations: No action needed - presented for information purposes only. Any suggested changes to the CPEG MOU can be discussed.  MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING, (the “MOU”) made and entered into this the 30th day of June, 2018 by and between the City of Martinsville, a municipal corporation created and existing under and by virtue of the laws of the State of Virginia (hereinafter referred to as “City”), party of the first part, and the Martinsville-Henry County Chamber of Commerce’s Partnership for Economic Growth (C-PEG) party of the second part; WITNESSETH: THAT, WHEREAS the City of Martinsville desires to allocate resources toward small business development to include (but not limited to) recruitment, marketing, expanded technical support and services, incentive programs, etc., for the purpose of expanding the City’s tax base, job creation, and increased business growth and activity in the Uptown and other commercial areas; and, WHEREAS, C-PEG has agreed to contract with the City to provide those and related services for the FY19 fiscal year; NOW, THEREFORE, in consideration of the mutual and respective covenants and agreements contained herein and made with respect to the performance of the services by C-PEG, the parties to this MOU hereby agree as follows: 1. Term– The term of this MOU shall cover a one (1) year period from July 1, 2018 through June 30, 2019. During and as part of the FY20 City budget deliberations, City Council and C-PEG will evaluate the results/success of the program and mutually agree regarding extension of the program for additional periods of time and/or any changes or modifications as may be needed in regard to the scope of work. 2. Payment – The City will compensate C-PEG for the services described in this MOU in the amount of $60,000 for the FY19 fiscal year, payable in two installments of $30,000 each in July, 2018 and January, 2019. 3. Council Updates - C-PEG will provide updates to City Council no less than on a quarterly basis, and more frequently if necessary to keep Council apprised of activities and efforts in regard to the execution of this MOU. 4. Scope of Work – The scope of work included under this MOU shall include at a minimum, the following: a) CPEG will partner with PHCC in the development of certification programs, utilizing space in the business incubator as may be needed. CPEG will seek funding to plan and implement this process. CPEG officials will continue to research top incubators regionally and nationally to gain insight into best practices and how those practices may be applicable to Martinsville. b) CPEG will continue to maintain a comprehensive list of incentives currently available through the City, MURA, CPEG, EDC, and others; will evaluate how effective those incentives are in  fostering new and expanded small business development; will evaluate incentives offered in other communities; and will provide recommendations/suggestions regarding changes that might be beneficial. This information will be made available to businesses/prospective businesses, entrepreneurs, etc. as it currently exists in written and electronic format. Additional microloan funding will be sought as an additional benefit for businesses in Martinsville. CPEG will also continue to craft an aggressive incentive package for new businesses willing to locate in the City of Martinsville to include startup costs, utilities, telecom/MINET, staggered tax plan, etc. Efforts will be directed toward targeting selected “anchor” stores or businesses to complement what currently exists. c) CPEG will continue to research and create new activities and events other than those that currently exist for the Uptown area to help draw visitors/shoppers. CPEG will also discuss longer or altered hours for uptown merchants during such events. C-PEG will continue to facilitate an uptown planning process to determine appropriate ways to target incentives to assist with the development of unused/underutilized properties. CPEG will continue with efforts to develop and grow new businesses, partnering with PHCC (and other groups as may be appropriate) for business development training. CPEG will also review prior retail strategy studies and make changes/additions/corrections to those studies to meet changing market conditions as well as to meet City needs and initiatives. d) CPEG will continue to work diligently to reach out to small businesses within the city limits to make them aware of any opportunities to assist with business development. This includes bulk mail, phone calls, one-on-one meetings, email blasts as well as utilizing MGTV as a conduit to deliver these messages. CPEG will also provide data regarding city businesses, the opportunities available for them, how the information is communicated to small businesses, and how many have taken advantage of any such opportunities. e) CPEG and the Chamber will continue providing mentoring assistance for small businesses in both the City and the County and will develop a process to assign or match a staff contact with individual cases to assist in navigating through small business development issues. This process will move to a more intensive level with efforts geared toward development of a one- stop-shop/start-up-in-a-day concept for communicating from start to finish what it takes to have a successful business in our community. This includes business plan assistance, financial planning, permitting issues, legal, business licensing, zoning, efforts to identify a suitable space for start-up, parking/loading/unloading, etc. C-PEG will also continue to follow up with businesses on a regular basis. f) C-PEG will continue efforts related to the development and startup of new businesses, providing follow-up as needed with those businesses awarded grants to ensure maximum opportunity for success. C-PEG will continue discussions with those businesses not awarded grants, seeking opportunities for funding and/or other start-up assistance as may be available for those specific situations. C-PEG will also annually implement a “business launch program,” expanding the footprint to include all commercial areas of the City. 2 5. Changes/Additions – During the execution of tasks related to this MOU, through frequent interaction between C-PEG, City Staff, and Council, there may be opportunities or need to refocus or redirect efforts. The City will provide assistance as needed in regard to information available through City records. 6. The City will maintain one seat on C-PEG’s Board. IN WITNESS WHEREOF, Martinsville City Council, party of the first part, has caused this MOU to be executed in its name by its City Manager; and C-PEG, party of the second part, has caused this MOU to be executed in its name by its Board President; this the day and year first above written. MARTINSVILLE CITY COUNCIL C-PEG BY:______________________________ BY:______________________________ City Manager Board President 3