City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:30 pm Closed Session 7:30 pm Regular Session Tuesday, June 26, 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 April 23, 2018 Budget Work Session, April 24, 2018 Council Meeting, May 8, 2018 Council Meeting and May 21, 2018 Neighborhood Meeting. (2 mins) 2. Hear an overview of the June 25, 2018 Southside Neighborhood Tour and Meeting (10 mins.) 3. Present a proclamation honoring Martinsville High School track and field athlete Nijal Davis for winning the Virginia High School League Group 2A State Championship in the 100 meter dash. (5 mins.) 4. Consider setting a joint public hearing with the Planning Commission for Council’s July 10, 2018 meeting to expand the City’s Urban Development Area (UDA) to include the “West End UDA.” (10 mins) 5. Consider approval of a Memorandum of Understanding with the Martinsville-Henry County Chamber of Commerce’s Partnership for Economic Growth (C-PEG) for services related to efforts involving small business development in the City of Martinsville for FY19. (10 mins.) 6. Hear an update on the status of efforts related to clean up, demolition, and remediation of the two burn sites on Aaron Street (15 mins.) 7. Hear information from Building Inspections regarding demolition of structures within the City (15 mins.) 8. Consider approval of consent agenda. (2 min.) 9. 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. 10. Comments by members of City Council. (5 minutes) 11. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: June 26, 2018 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes Summary: None Attachments: April 23, 2018 Budget Work Session April 24, 2018 Council Meeting May 8, 2018 Council Meeting May 21, 2018 Neighborhood Meeting Recommendations: Motion to approve minutes as presented. April 23, 2018 Budget Work Session A special meeting of the Council of the City of Martinsville, Virginia, was held on April 23, 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, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Finance Director Linda Conover, Telecommunications Manager Mike Scaffidi, Public Works Director Chris Morris, Water Resources Andy Lash, Human Resources Kathy Vernon, and Fleet Manager Lane Shively. Mayor Teague opened the Council meeting. City Attorney Monday stated for the record that since he anticipates the committee making motions at the meeting, Vice Mayor Martin had executed the required disclosure under the Conflict of Interest Act since he is an employee of the Commonwealth Attorney’s office which is a constitutional office so there could be a perceived conflict. City Manager Towarnicki recapped some of the questions that were brought up at the previous two meetings regarding training for residents to pay bills online, shortage of staff in the Treasurer’s office, telecommunication questions, cell phone concerns, fuel budget estimates, demolition budget and suggested properties, school demographic population, etc. Finance Director Linda Conover explained that there are several offices that could not cross-train or share employees due to audit restrictions. Public Works Director Chris Morris touched on the benches and trashcans in the City with a proposal for sandblasting and powder coating to bring them back up to standards. Uptown parking lots and leases were discussed as well as assigned parking and paid parking. Morris explained that there was an increase in the Farmer’s Market budget due to maintenance and repairs and elaborated on overtime expenses related to housekeeping staff. Morris explained changes in other department budgets including West Piedmont Planning Commission, the Housing office, park maintenance, senior services, and Hooker Field. Wayne Knox answered questions regarding Community Development related to mileage and grants, the potential to update the look of the municipal building as well as the Planning and Zoning budget. Council discussed funding for outside agencies, comprehensive services and general expenses. City Manager Towarnicki explained the contract regarding the first floor of the Henry Hotel. Council then moved forward discussing the refuse department and landfill. April 23, 2018 Budget Work Session Mike Scaffidi answered questions regarding the telecom budget and explained that the customer base continues to grow. Council continued the meeting with questions regarding the water department including the increased cost to paint water tanks, spillway repairs and a work truck. Water Resources Director Andy Lash said the new monitoring system is working well, providing water leak alerts early helps both the City and the resident. Council had questions about the sewer budget including the sewer camera and whether that purchase can be postponed for one year. Council Member Lawson made a motion to discontinue the lot lease on the Main Street parking lot; Council Member Hodge seconded the motion with all Council voting in favor. Council Member Bowles made a motion to level fund Piedmont Arts for $19,240; Vice Mayor Martin seconded the motion. Martin and Bowles voted in favor, Teague, Lawson and Hodge voted against the motion. Council discussed funding a part-time versus a full-time employee for the Treasurer’s office Council Member Bowles made a motion to use the $125,000 from the sewer budget in place of the electric rate increase to lower those costs for residents. Motion dies for lack of second. Lawson asked if Council could get a list from the Inspections department of properties that need to be demolished. Mayor Teague thanked City Manager Towarnicki, Finance Director Linda Conover, City department staff and Council Members for their work and cooperation on the budget. There being no further business, the meeting adjourned at 8:00pm. ___________________________________ ___________________________________ Leon Towarnicki, City Manager Gene Teague, Mayor April 24, 2018 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on April 24, 2018 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Sharon Hodge, Jennifer Bowles, and Chad Martin. Council Member Kathy Lawson was not in attendance. Staff present included City Manager Leon Towarnicki, City Attorney Eric Monday, Assistant City Manager Wayne Knox, Finance Director Linda Conover, Fire Chief Ted Anderson, Police Captain Chad Rhoads, and Fleet Manager Lane Shively. 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 Bowles, seconded by Council Member Hodge, with the following 4-0 recorded vote: 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. A motion was made by Council Member Bowles and seconded by Council Member Hodge with the following 4-0 recorded vote in favor to return to Open Session: Council Member Bowles, aye; Mayor Teague, aye; Council Member Hodge, aye; and Vice Mayor Martin, aye. Vice Mayor Martin made a motion to reappoint Steve Draper to the Dan River ASAP Policy Board for a 3-year term expiring April 30, 2021; Council Member Hodge seconded the motion with all Council Members voting in favor. Following the Pledge to the American Flag and invocation by Mayor Teague, Teague welcomed everyone to the meeting. 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 – Council Member Bowles asked that the wording be changed on the February 13 minutes reflecting that many residents did not support the route, not specifically the project as recorded. Council Member Hodge made a motion to approve all minutes as presented and amended; Vice Mayor Martin seconded the motion with all council members voting in favor. Consider presentation of a proclamation declaring Wednesday, April 25, 2017 as “Ken Pace Day” – City Attorney Monday explained that there were several people in attendance representing the Martinsville Garden Club and gave details on the proclamation and the tour of homes April 25, 2018. Mayor Teague read the proclamation and presented it to the Pace family also in attendance. Teague thanked the family and Garden Club members for attending. April 24, 2018 Council Meeting Eagle Scout Austin Wade shared details on his Eagle Scout project related to installing stands at the local YMCA for swimmer timers. Consider presentation of a proclamation recognizing Friday, April 27, 2018 as National Arbor Day – Vice Mayor Martin read the proclamation then presented it to Community Development Director Wayne Knox. Knox said he hopes residents take Arbor Day seriously. April 24, 2018 Council Meeting 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 – Lisa Fultz provided a CPEG Update, stating they continue to look for ways to use the 2nd floor of the Incubator. The website has been updated and brochures reprinted. CPEG offered a franchising workshop in January, 2018 and interest continues in that. CPEG continues to research and offer activities for Uptown Martinsville which has increased local sales tax. Over the next few weeks residents will see a promotional campaign with a theme related to the artifacts on display at the Virginia Museum. Martinsville Uptown website is getting an increase in traffic, page views and followers. The Start Up Martinsville-Henry County has partnered with Patrick Henry Community College to make the program more successful; the program continues to grow each time it’s offered Fultz confirmed that two of the previous recipients have failed unfortunately; however the other participants are doing well and are still following required steps to stay compliant in the program. The Farmer’s Market continues to grow and be successful for the coming season. Farmer’s Market vendors can accept SNAP on fresh produce. Cinco de Mayo will be May 5th and Council was provided information on that event. Fultz provided dates for the TGIF concert series. Fultz said there are some exciting announcements coming soon. City Manager Towarnicki addressed the CPEG agreement and asked Council to forward him any changes or additions that need to be made. April 24, 2018 Council Meeting Conduct a public hearing on the FY18-19 budget and consider approval of the FY19 budget ordinance on first reading – City Manager Towarnicki summarized the steps involved in adjusting and approving the budget as well as some highlighted adjustments made recently. Mayor Teague opened the public hearing. Ural Harris, 217 Stuart Street expressed concern April 24, 2018 Council Meeting about the electric increase and its effect on seniors in the City who are on a fixed income. Harris also asked about his request for information on the County sewer responsibility and why the City is not requiring payment from Henry County on those services. Mrs. Walker of Ailcie Street expressed concern about the utility bills. No one else approached the podium so Mayor Teague closed the public hearing. Council Member Hodge made a motion to adopt the budget as amended on first reading; Mayor Teague seconded the motion. Council Member Bowles asked Council to reconsider her motion from last night to reallocate the money from the sewer camera to offset the electric rate increase. Council Member Hodge stated in her opinion that the money should stay in that specific budget for use by the department and that the prices for utility should reflect the city’s expense. Teague explained that the electric rates should increase because the City’s cost of transmission has increased by double digits the past two years, 22% and 28% respectively. Teague suggested that residents alter their electric use and suggested that residents contact the Electric Department for ideas and to request a free energy audit of the home usage. Council Member Hodges suggested unplugging appliances when not in use. Roll Call vote to approve the budget on first reading: Teague, aye; Martin, abstain; Bowles, nay; and Hodge, aye. Consider setting a public hearing for Council’s May 8 meeting regarding possible changes to the City’s Zoning Ordinance related to the issue and use of open space – April 24, 2018 Council Meeting Community Development Director Wayne Knox summarized the need for the zoning ordinance changes related to open spaces. Council Member Bowles made a motion to set the public hearing for May 8, 2018; Vice Mayor Martin seconded the motion with all Council members voting in favor. Business from the Floor – Ural Harris, 217 Stuart Street said he was approached by residents relating to trucks traveling Barrows Mill Road at high speeds, stating that residents have called numerous times with no resolution. Harris also said that the transmission charges are higher the farther it has to travel and that should have been considered. Comments by members of City Council – Council Member Lawson had a family illness and was not able to attend the meeting but asked that Teague remind residents of the Hazardous Waste Day and the Drug Take-Back Day both to be held on Saturday. Council Member Hodge reminded residents that the Farmers Market would be opening Saturday and asked residents with gardens to purchase seedlings from the Annex to supplement the inmates and the jail. Council Member Bowles congratulated her former intern India Martin for being accepted into the Howard University Political Science graduate program. Bowles also congratulated Martinsville High Schools Marching Band on their recent overall win. Comments by City Manager – City Manager Towarnicki pointed out mugs and coasters gifted to Council Members by the City Schools. 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 8:45pm. ______________________________________ ______________________________________ Leon Towarnicki Gene Teague City Manager Mayor May 8, 2018 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on May 8, 2018 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Sharon Hodge, Jennifer Bowles Chad Martin and Kathy Lawson. Staff present included City Manager Leon Towarnicki, City Attorney Eric Monday, Assistant City Manager Wayne Knox, Clerk of Council Karen Roberts, Finance Director Linda Conover, Building Inspector Kris Bridges, Fleet Manager Lane Shively, Water Resources Andy Lash, Treasurer Cindy Dickerson, Police Chief Eddie Cassady and members of the Police Department, School Superintendent Zebedee Talley, Fire Chief Ted Anderson, Property Maintenance Inspectors Andy Powers and Mark Price. 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 Bowles, with the following 5-0 recorded vote: Mayor Teague, aye; Council Member Hodge, aye; Council Member Bowles, aye; Vice Mayor Martin, aye; and Council Member Lawson, aye, Council convened in Closed Session to discuss the following matters: (A) Appointments to boards and commissions as authorized by Subsection 1, (B) Discussion of the award of a public contract involving the expenditure of public funds, including interview of bidders or offerors and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body as authorized by Subsection 29, and (C) 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 Hodge; seconded by Council Member Lawson, 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 reappoint Ashby Pritchett to the Architectural Review Board for a 3-year term ending March 31, 2021. Council Member Hodge seconded the motion with all members voting in favor. Vice Mayor Martin made a motion to reappoint Carol Kendrick to the Henry County- Martinsville Joint Social Services Board for a 4-year term ending March 31, 2022. Council Member Lawson seconded the motion with all members voting in favor. Per Mayor Teague, no action was taken on Closed session items B or C. May 8, 2018 Council Meeting Following the Pledge to the American Flag and invocation by Council Member Bowles, Teague welcomed everyone to the meeting. Consider approval of minutes of March 13, 2018 Council Meeting, March 19, 2018 Neighborhood Informational Meeting, March 27, 2018 Council Meeting, and April 10, 2018 Council Meeting – Council Member Bowles requested that a grammatical correction be made to the March 27, 2018 minutes. Council Member Hodge made a motion to approve the minutes as amended; Council Member Lawson seconded the motion with all Council Members voting in favor. Read and present a proclamation recognizing the week of May 6 through May 12, 2018 as National Correctional Officers and Employees Week in the City of Martinsville – Vice Mayor Martin read the proclamation that was presented to Lieutenant Laura Hopkins on behalf of the Sheriff’s Department. Consider presentation of a proclamation regarding National Police Week, 2018 and Peace Officer’s Memorial Day – Council Member Hodge read the proclamation, which was presented to Police Chief Eddie Cassady and other police officers in attendance. Cassady thanked Council for the proclamation and advised that the May 16 National Police Week events will be in Henry County this year and the public is invited. May 8, 2018 Council Meeting Present awards to Martinsville Middle School students who recently participated in Virginia Municipal League’s “If I Were Mayor Contest” – Mayor Teague detailed the contest that is offered to Virginia seventh graders and although no Martinsville City students placed, Council wanted to recognize some of the more outstanding essays. Teague invited the top three students to the Council bench. Teague announced 3rd place Ja’Kiyah Gravely, 2nd place Vanessa Aleman and 1st place winner Claire Coleman, awarding each a certificate and a cash reward. City Manager Towarnicki explained that all three students were in the same seventh grade class under the instruction of City teacher Ms. Rorrer. Dr. Talley, School Superintendent thanked Council and said that Council’s support gives the students added incentive. Council Member Bowles recognized Teacher Appreciation week. Ms. Rorrer said she is grateful to teach the students in her class every day. May 8, 2018 Council Meeting Read and present a proclamation recognizing May, 2018 as National Bike Month, May 14-18, 2018 as National Bike Week, and May 18, 2018 as Bike to Work Day – Council Member Lawson read the proclamation. Tommy Smith of the Henry County Bike Club accepted the proclamation and highlighted some of the club commitments to the community. Smith thanked the police department for their support. Smith said the addition of the Dick and Willie Trail encourages people to participate in biking. May 8, 2018 Council Meeting Consider presentation of a proclamation recognizing May as Building Safety Month – Council Member Bowles read the proclamation, which was presented to Building Inspector Kris Bridges. Bridges thanked Council. May 8, 2018 Council Meeting Read and present a proclamation recognizing May 6-12, 2018 as Public Service Recognition Week – Mayor Teague read the proclamation, which was presented to City Manager Towarnicki. May 8, 2018 Council Meeting Continue the public hearing on the FY18-19 Budget and consider approval of FY19 Budget Ordinance on second reading – Mayor Teague explained that the public hearing would continue from the previous meeting. City Manager Towarnicki presented highlights of the proposed budget and revisions discussed at the previous Council meeting as well as requested adjustments. Towarnicki asked Council to leave the money from the unneeded sewer camera in the budget and not reassign it to another department. Towarnicki detailed the process and timeframe for painting the tanks throughout the City. Council Member Hodge questioned the parking lot lease agreements for other parking lots throughout the City. Council Member Lawson and Vice Mayor Martin agreed that the City should continue to maintain the parking lot. Vice Mayor Martin asked for details on the requirements for painting the tanks. Towarnicki explained that it is a specialized process, the tanks are elevated, and it requires specialized equipment since the tanks are round and the paint must be applied a specific way. Mayor Teague opened the public hearing. Heidi Pinkston of Lanier Road is the executive director for Piedmont Arts and described the services provided to the community. Pinkston asked Council to restore funding for the upcoming year. Mayor Teague closed the public hearing. Vice Mayor Martin made a motion to take the $3,000 from the parking lot and add it to the Piedmont Arts funding. Council Member Lawson said she was ok with rounding Piedmont Arts to $15,000; Vice Mayor Martin amended his motion to accommodate Lawson’s May 8, 2018 Council Meeting suggestion and provide $15,000 funding to Piedmont Arts. Council Member Bowles seconded the motion. Council Member Hodge explained that she was not in support for using taxpayer money to support outside agencies. Teague explained that the day would come that Council would not be able to fund Piedmont Arts. Four Council Members voting in favor, Council Member Hodge voted against. Council Member Bowles made a motion to add $7,900 VML dues to the budget; Council Member Lawson seconded the motion. Council Member Bowles explained VML to the residents and why it is important and amended her motion to increase the VML funding by 3%, Council Member Hodge seconded the motion with all voting in favor. Council Member Bowles made a motion that $125,000 from the wastewater budget be applied to reduce the electric fund thus reducing the power rate increase; motion dies for lack of second. Council Member Lawson made a motion to accept other adjustments as proposed, Council Member Hodge seconded the motion with all Council members voting in favor. Council Member Hodge made the motion to approve and adopt the budget as amended on second reading; Council Member Lawson seconded the motion with a roll call vote: Bowles, nay; Martin, nay; Teague, aye; Lawson, aye; and Hodge, aye. May 8, 2018 Council Meeting Conduct a public hearing regarding an amendment to the City’s Zoning Ordinance related to the issue and use of open space – Community Development Director Wayne Knox summarized steps taken regarding the zoning ordinance regarding open spaces. Planning Commission Chairman Martin explained the Planning Commission’s recommendation regarding Council’s request and felt the decision should be left “by right”, presenting a legal document developed by contractors which includes the trail topic. Changing the ordinance does not prevent a third party from purchasing the land or disturbing close properties. What it does is take away “by right” development and causes future development to become an issue to the City. It creates the image that the City is not open to future development and the May 8, 2018 Council Meeting Planning Commission does not want to see changes to the ordinance. Mayor Teague opened the public hearing. Ural Harris, 217 Stuart Street supports the definition and what was presented to the Planning Commission with minor changes. Harris said he had suggested those changes three times to the Planning Commission but did not receive a second and does not feel that Council wants the same crisis as before. Mark Hardison, 1303 Country Club said with Council Members and the Planning Commission members are elected and should make decisions in the best interest of the residents. He does not see development but does see residents leaving the City. Everyone agrees that the ball was dropped on the trail issues and it is a gamble to assume that it will not happen again. Hardison pleads with Council for a change to the ordinance and more transparency going forward. Crystal Caldwell, 1303 Country Club asked if the ordinance enforcement would be left solely up to the zoning administrator and feels there should be more layers to approve and monitor such situations. Knox explained the only other issue was over 20 years ago with a townhouse development off Spruce Street regarding the style homes, a community center and a swimming pool to be built and resident concerns. Knox explained that when a proposal is presented it is considered by a team, not just the zoning administrator. Caldwell said that she would like to trust Council but she would prefer to see additional “checks and balances” in the future to prevent those issues from happening again. Joe Martin, 617 East Church Street explained that the Planning Commission had not seen the plan until 2018; the walking trail was not brought to the commission until this year. Mayor Teague closed the public hearing. Council Member Lawson explained that there is nothing in the ordinance verbiage that would prevent any County or entity from coming into the City and developing land. Council Member Hodge expressed concern that the zoning administrator is an office and the proposal would be under review of the office and not an individual. She requested a level of review and not just “by right”. Council Member Bowles agrees that Council cannot stop development but residents should be kept informed. Knox says any developer is encouraged to talk to surrounding property owners before taking steps to develop their property. Teague says staff has presented a solution that is beneficial to developers and to the surrounding property owners. Council Member Bowles made a motion to adopt the ordinance as presented; Council Member Hodge seconded the motion. Council Member Lawson expressed concern regarding verbiage and the fact that the zoning administrator does not want sole responsibility for making the decision. Lawson recommends that more than the individual positon be listed in the ordinance. Teague explained that if the zoning administrator is not comfortable making the decision by themselves, they have the opportunity to consultant with staff or other departments as necessary to help make the decision. Knox explained that in the beginning any proposal goes in front of a pre-development team. Roll call vote: Lawson, nay; Hodge, aye; Bowles, aye, Martin, aye; and Teague, aye. May 8, 2018 Council Meeting Consider approval of a lease granting Piedmont Community Services use of the City- owned former Housing Office/Police Academy located at 605 Fourth Street – City Manager Towarnicki summarized the previous plans and discussions regarding the use of the former Housing Office by Piedmont Community Services. The building is being cleaned out with a potential June 1, 2018 moving in date. Voting would continue at this location. Greg Preston of Piedmont Community Services recognized his staff also in attendance and provided background about the organization. Supervisors and staff members would occupy the office during the week from 8:00am-5:00pm; it will be used as office space only and no services will be provided at this location. Council Members offered their support of Piedmont Community Services and the new use of the building. Council Member Lawson made a motion to approve the lease; Council Member Bowles seconded the motion with all Council members voting in favor. May 8, 2018 Council Meeting Hear information from the City Attorney regarding the City’s delinquent collection process – City Attorney Monday presented a brief PowerPoint regarding action now being taken to collect delinquent taxes. The compliance rate of those who pay taxes on time is 98%, which is extremely high; Treasurer Cindy Dickerson and her staff are very good at what they do. May 8, 2018 Council Meeting Council Member Hodge pointed out that the delinquent tax owed to the City is $1.5million although the percentage of residents who owe is only 2%. Mayor Teague explained that some other jurisdictions have a harsher plan. May 8, 2018 Council Meeting Consider approval of Consent Agenda – Council Member Bowles made a motion to approve the consent agenda as presented; Council Member Lawson seconded the motion with all Council Members voting in favor. May 8, 2018 Council Meeting Business from the Floor – Police Chief Cassady said 285 pounds of drugs were collected during the drug take back event and thanked Drug MHC for their assistance. Comments by Members of City Council – Vice Mayor Martin thanked the police department for their work on the drug take back. Comments by City Manager – City Manager Towarnicki attended the Virginia First Cities meeting with Council Member Bowles and said there was a significant amount of good information shared from there. May 21 is the Northside Neighborhood meeting at Clearview Wesleyan Church. Towarnicki is working to coordinate a date for a reversion discussion. He hopes to contact someone from Bedford to share their experience during Bedford’s reversion. Council Member Bowles asked Towarnicki if he could invite a community that rejected reversion to share their experience at a future meeting also. 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 9:35pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor May 21, 2018 Northside/Chatham Heights Neighborhood Meeting Martinsville City Council toured the Northside/Chatham Heights area on May 21, 2018 beginning at 5:30pm. Those present for the tour were Council Member Hodge, Council Member Lawson, and Vice Mayor Martin. Council Member Bowles and Mayor Teague were not present for the tour. Staff participating included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, Police Chief Eddie Cassady, Inspector Andy Powers, Building Inspector Kris Bridges, Inspector Mark Price, and Officer Coretha Gravely. Mickey Powell from the Martinsville Bulletin also attended the tour. The tour traveled from City Hall to Dillard Street to look at a recently completed project and noting a couple of homes that could qualify for demo list. The tour continued from Liberty Street to Grayson Street, Clearview to Chatham Heights, through Banks, Myrtle, and Banner Streets then onto Cherokee Trail where there was damage from the recent flood. The tour concluded back at City Hall at 6:30pm. Towarnicki said it is good to get out in the neighborhood and discuss any issues that need to be addressed. The Northside/Chatham Heights Neighborhood Meeting was held at Clearview Wesleyan Church, 925 Barrows Mill Road, Martinsville, VA at 7:30 PM, with Vice Mayor Chad Martin presiding. Other Council Members present included Council Member Kathy Lawson, and Council Member Sharon Hodge. Mayor Teague and Council Member Bowles were not present. Staff present: City Manager Leon Towarnicki, Clerk of Council Karen Roberts, Assistant City Manager Wayne Knox, Assistant Police Chief Eddie Cassady, Police Chief Sean Dunn, Officer Coretha Gravely, Inspector Andy Powers, and Inspector Mark Price. Vice Mayor Martin called the meeting to order. City Manager Towarnicki detailed what to expect for the meeting and summarized the neighborhood tour. Mark Price, Property Maintenance Inspector summarized inspections, notices and recognized those properties that required action. Price shared his contact number for citizens that would like to contact him with concerns. Price explained that all complaints are posted to the City website and follow-up documented if the complaint is valid or invalid and any action taken or needed. A Martinsville resident expressed concerns about neighbor’s overgrown backyard. Price explained that if the majority of the yard is cut and if he cannot see the overgrowth from the road, he might be limited on what he can do but would check into that property tomorrow. Andy Powers, Inspections and Fire Marshall described the procedure for how a notice is issued and what happens after that. Powers explained that the notice is posted to the front door or window of any property that is not compliant. If the property if found to be compliant, the report will still be listed on the website. If a resident specifically wants a call back, please specify that request for a call back since that response is not always automatic. Callers with complaints should provide a name, contact number and address for records, however that information is kept confidential. May 21, 2018 Northside/Chatham Heights Neighborhood Meeting George Sloan, 218 Grayson Street questioned a neighbor’s tree leaning over his home and asked what options he may have. Powers explained the ordinance and requirements and the property would be looked at however, for tree complaints and because of having to get a licensed contractor involved, sometimes it could take several weeks or over a month to resolve the issue. Towarnicki and City Attorney Monday explained theoretically, if tree limbs are over hanging a property line then the property owner has the right to cut those limbs. If the tree or limbs fall and damage property, then the property owner where the tree or limb fell from can be held responsible for damages. Monday recommended sending a certified letter to the neighbor to make them aware of the tree and risk. Zeke Zanotos of 619 Watt Street explained that the property down the road is vacant and there are trees down. He says the notice has been posted and asked the procedure of what to expect next. Powers explained the procedure of inspection, posting the violation with a time frame to have it corrected. There will be an additional reinspection and if the violation still exists then it is reported to public works where the property will be corrected and the owner billed. There has been some discussion about habitual offenders. Once a structure becomes unsafe, the home can be condemned and possibly demolished. Richard Ingram, 900 Glade Street asked what the maximum limit was for untagged vehicles on a property. Inspector Powers explained that residents are allowed one untagged vehicle as long as it is shielded from view. He went on to explain that inspectors could not look under car covers or inside buildings. Frances Ashburn, 113 Roselawn Heights expressed concerns about rats in the area and residents not maintaining property. She expressed concern about traffic coming in and out of the street throughout the day and night, cars parking on the side of the road and she said there is something bad going on in that area. Police Chief Cassady introduced Officer Chase Bennett, one of the neighborhood resource officers for this area. Cassady confirmed that they have increased police patrol in that area because of suspected illegal activities. Deborah Hopkins of Barrows Mill Road expressed concern about tractor-trailers traveling her road and exceeding the speed limit, stating that there are numerous children in the area. There has been damage to the road and even damage to a neighbor’s water meter because of the heavy traffic. Hopkins explained that the Police Departments speed monitor was further down the street and did not seem to make a difference in the speed of the tractor- trailers. Cassady explained a lot of the traffic is from the industrial party and the County is cutting timber off land further up the road. He explained that 6-7am, 10am-1230pm and 5- 6pm are the highest data of speeders. Cassady will reach out to First Piedmont regarding their trucks and they will increase patrol in that area to hopefully deter speeders. Richard Ingram said Glade Street was the same with speeders and requested increased patrol. May 21, 2018 Northside/Chatham Heights Neighborhood Meeting Debbie Sloan, 218 Grayson Street expressed concern about their neighbors, the children they babysit and the noise ordinance and asked if there an ordinance that controls children outside all-day and playing until late at night. Sloan said the children have no respect for the neighbors and they throw their trash on the ground. She said there is traffic in and out all day and night. She expressed concern about an apartment where the property owner evicted tenants, stating that the tenants left three dogs in the apartment for 3-4 days and claims that the landlord is already renting the apartment out again without cleaning it. City Attorney Monday explained that there is not an ordinance for this type of situation, the ordinance only affects noise from 10pm-7am. Monday said the City staff is very familiar with the home she was referencing. Under the Code of Virginia, when the City is unable to provide the relief a resident requires – any five citizens can petition the Grand Jury to panel any situation to be a nuisance. Unfortunately, that is where it tends to stop because people do not want to affix their name to the complaint. If the Grand Jury finds this location to be a nuisance, they can require the property owner to take action. Unfortunately, if a resident is unwilling to associate their name to the complaint there may be nothing that can be done. Monday suggested using a cell phone to record incidents for a record that would be admissible in court. Officer Gravely is familiar with the property residents and says the tenant has six children of her own along with her sisters 3 children. Inspector Kris Bridges explained that proving occupancy of a home is difficult so it is difficult to prove a family size even with those guidelines defined in the building code. Police Chief Cassady asked residents to report unsupervised children especially if they are in the street or at risk of being hurt. Resident should call and report those concerns to the Police Department immediately. Vice Mayor Martin encouraged residents to take one of Officer Bennett’s cards and contact him if needed. Pat McCain lives in the County on Augusta Street but uses City services and says everyone appreciates the City employees and everything they do. Vice Mayor Martin thanked those residents for coming out and sharing their concerns There being no further business, the meeting adjourned at 8:22pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor  City Council Agenda Summary Date: June 26, 2018 Item No: 2. Department: City Council Issue: Hear an overview of the June 25, 2018 Southside neighborhood tour and meeting. Summary: A recap of the neighborhood tour and the Southside neighborhood community meeting held at Fuller Memorial Baptist Church at 1204 South Askin Street on Monday, June 25th will be given. Attachments: None Recommendations: This item is being presented for public information purposes – no action needed by Council.  City Council Agenda Summary Meeting Date: June 26, 2018 Item No: 3. Department: Mayor and Council Issue: Present a proclamation honoring Martinsville High School track and field athlete Nijal Davis for winning the Virginia High School League Group 2A State Championship in the 100 meter dash. Summary: On Saturday, June 2, 2018, Martinsville High School junior Nijal Davis won Virginia High School League Group 2A State Championships in the 100 meter dash held at East Rockingham High School in Elkton, VA, running a personal best time of 10.82 seconds. Nijal Davis along with MHS Coach Nathan Tanner will be at Council’s meeting on June 26th. Attachments: Proclamation honoring Martinsville High School track and field athlete Nijal Davis. Recommendations: Mayor to read and present the proclamation. No action needed by Council.  Proclamation HONORING MARTINSVILLE HIGH SCHOOL TRACK TEAM’S NIJAL DAVIS ON WINNING THE VHSL GROUP 2A STATE CHAMPIONSHIP IN THE 100 METER DASH 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, Nijal Davis, a junior at MHS participated this season as a member of Martinsville High School’s track team; and WHEREAS, At the VHSL Group 2A State Championship held at East Rockingham County in Elkton on Saturday , June 2, 2018, Nijal finished first in the 100 meter dash with a winning time of 10.82 seconds, winning his first state championship; and WHEREAS, In addition to winning the state championship, Nijal ran the anchor leg on the Martinsville boys 4 x 100 meter relay, finishing second in the state championship; and WHEREAS, Congratulations are also due to Martinsville Head Coach Nathan Tanner and all outdoor track participants on a successful season; NOW, THEREFORE, on this 26th day of June, 2018, Martinsville City Council hereby recognizes and commends Martinsville High School track athlete Nijal Davis for his extraordinary achievement in winning the Virginia High School League Group 2A state championship in the 100 meter dash 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 26, 2018 Item No: 4. Department: Community Development Issue: Consider setting a joint public hearing with the Planning Commission for Council’s July 10, 2018 meeting to expand the City’s Urban Development Area (UDA) to include the “West End UDA.” Summary: The City has recently worked with Renaissance Planning Group and Michael Baker International as part of a UDA planning grant. After community input meetings at FAHI, St. Paul’s Episcopal Church, NCI and a follow up public meeting at Grace Presbyterian, the Fayette Street Complete Streets, Complete Community Plan was developed. Urban Development Areas are Overlay Districts in Zoning that allow for higher density development to encourage development of walkable neighborhood centers, connected streets and blocks, and easy access to jobs by a variety of travel options. The addition of the West End Urban Development Area was recommended as a part of this plan. It includes 175 acres and extends along both sides of Fayette Street from Roundabout Road in the west to Market Street in the east. The added West End UDA will enable staff to submit two SmartScale grant applications through VDOT to improve walkability and connectivity by Albert Harris Elementary and Fayette/Memorial Blvd. to Roundabout Road. On Thursday, June 21, 2018, the Planning Commission considered the matter and voted to request that Council schedule a joint public hearing with the Commission on July 10, 2018 regarding this request. Attachments: Letter from Planning Commission; Map, UDA Recommendation Report from Renaissance Planning Group Recommendation: Staff recommends that Council set a joint public hearing with the Planning Commission for the July 10, 2018 Council meeting. Martinsville, Virginia Urban Development Area Recommendations Prepared For: Martinsville, Virginia Supported by Virginia Department of Transportation OIPI UDA Grant Program Prepared By: Renaissance Planning Group June 15, 2018 CONTENTS INTRODUCTION ............................................................................................................................ 2 Purpose and Background ........................................................................................................... 2 POLICY CONTEXT......................................................................................................................... 2 Comprehensive Plan and Future Land Use ............................................................................ 2 Existing Land Use and Zoning ................................................................................................ 3 Fayette Street “Complete Streets, Complete Community Plan” ............................................. 5 Urban Development Areas ...................................................................................................... 6 RECOMMENDATIONS: URBAN DEVELOPMENT AREAS AND ZONING ................................. 7 “West End” Urban Development Area: Proposed Comprehensive Plan Amendment ........... 8 1 INTRODUCTION Purpose and Background The Commonwealth of Virginia defines urban development areas (UDA) as any area designated by a locality in their comprehensive plan for higher density development, incorporating the principles of Traditional Neighborhood Development (TND)1. These principles include walkable neighborhood centers, connected streets and blocks, a mix of land uses, and easy access to jobs by a variety of travel options. In 2011, Martinsville adopted two UDAs near the city’s Uptown area. With the support of a UDA grant from the Virginia Department of Transportation (VDOT), Martinsville is currently developing a “complete streets” plan for Fayette Street, one of the city’s historical corridors and a gateway to the Uptown area. This memo considers the merit of amending current UDA designations in light of the Fayette Street plan, other studies (such as the Local Foods, Local Places Community Action Plan), and recent zoning changes, to support the city’s desire for infill development and redevelopment, compact development, and complete streets. Options assessed for applicability included a “no change” scenario, adding a third UDA area in the West End, amending current UDA boundaries to match the boundaries of a traditional neighborhood development overlay (TND-O) recently incorporated into the city’s zoning ordinance, and various combinations of these elements. POLICY CONTEXT Comprehensive Plan and Future Land Use The City of Martinsville’s first comprehensive plan was adopted in 1978. The most recent version was adopted in 2009; a 2011 amendment created the UDAs near the city’s Uptown neighborhood. Both the 2009 update and 2011 amendment emphasize the city’s desire for smart, cost-efficient growth that reflects the city’s evolving demographics and economy. The comprehensive plan also discusses modifications to the Future Land Use Plan like the integration of a Mixed-Use District and Central Business District, in response to economic shifts away from manufacturing and industry to more diversified commercial and service-based uses. The stated goals of the city’s mixed-use districts are to promote compact development principals and to reduce transportation dependency. The city’s trend toward an older population base led to the creation of a Residential Retirement District, consisting of small homes and villages in quiet neighborhoods with proximity to services and amenities. As noted, economic indicators attest to the decline in the manufacturing segment of the economy while showing growth in areas such as health, services, and professional sectors. 1 Virginia Code, Section §15.2-2223.1 2 These indicators demonstrate a need for several distinct “Professional District” designations with a concurrent decrease in the number of manufacturing districts on the Future Land Use Map. Planned development and transportation projects potentially impacting future land use planning include the construction of continued efforts for upgrades in Uptown Martinsville, a professional/commercial development and street widening project on Liberty Street, and the Fayette Street Complete Streets project. Consideration of future projects contributed to the decision to expand the Central Business District and designate the Liberty Street corridor as a Commercial corridor. The West End portion of Fayette Street is designated as residential on Martinsville’s current Future Land Use Map. The portion of the street assessed for this memo is not designated as a Commercial Corridor (Figure 1). Figure 1: Future Land Use Existing Land Use and Zoning Base Zoning Districts Martinsville first adopted a zoning ordinance in 1964, and the most recent version of the ordinance was adopted in 2017. The city is divided into 10 different zoning categories according to land use, lot size, and business character. 2 Residential zoning districts include: R-E Estate Residential District (lowest allowable density); R-N Neighborhood Residential District (medium density); and City Residential District (highest density). A Transitional Residential District (R-T) exists to transition Martinsville’s residential neighborhoods into areas of moderate-to-intensive land use. The R-T district is like a mixed-use district as it allows certain commercial or service-based uses such as health care, personal services, and professional office uses, that complement residential uses and promote an attractive neighborhood aesthetic. 2 http://www.martinsville-va.gov/content/martinsville-va/uploads/PDF/departments/a- g/community_development/comprehensive_plan/city_of_martinsville_comp_plan.pdf 3 Martinsville’s Neighborhood Commercial District (C-N) is designed for service, office, and retail activities serving surrounding residential neighborhoods and for commercial enterprises of small to moderate scale. This district acts as a transition between high-traffic, auto-oriented commercial corridors and Uptown’s more walkable, urban character. The Uptown Business District (C-UB) is designed to support “revitalization, redevelopment and historic preservation while encouraging a balanced mix of uses.”3 The final commercial district defined is the Corridor Commercial District (C-C). The C-C District is auto-centric and intended for lower density, larger scale retail than the other commercial districts, and most parcels zoned C-C are found along major transportation corridors. The C-C District allows multifamily development but prohibits single family dwellings and other residential uses. The 2017 zoning ordinance also establishes several economic development districts encouraging targeted growth, replacing the city’s former manufacturing districts. These districts are: Economic Development District – Medical & Academic (ED-MA); Economic Development District – General (ED-G); and Economic Development District – Intensive (ED-I). Districts support large-scale institutional and/or industrial uses, but also work in tandem with overlay zones to provide flexibility for integrating additional uses in areas that may no longer be suitable for industrial uses. Overlay Zones Martinsville’s zoning ordinance establishes several overlay zones, each with a specific purpose and character they are designed to support. The Traditional Neighborhood Development Overlay District (TND-O), adopted in 2017, supports the compact, mixed use development the city desires in Uptown and in the areas within the city’s UDAs. As stated in the Martinsville’s zoning ordinance the district is “intended to better define the mix, scale, character, form, and intensity of any given new development or redevelopment proposal than otherwise achievable under conventional zoning regulations.” The TND-O district is delineated on the city’s official zoning map (Figure 2). 3 City of Martinsville Zoning Ordinance, XIV. C-UB, Uptown Business District, Section A. 4 Figure 2: Traditional Neighborhood Design Overlay (TND-O) Fayette Street “Complete Streets, Complete Community Plan” Martinsville desires to improve safety, transportation access, and quality of life for all residents. The 2018 Fayette Street “Complete Streets, Complete Community” plan applies Complete Streets principles to address the challenges faced by residents and businesses along the Fayette Street corridor, in the West End neighborhood. The plan assesses existing conditions, makes recommendations for improvements, and provides support and resources to pursue funding for implementation. The recommended improvements to Fayette Street resulted from a robust community engagement process, including residents, business owners, faith leaders, and city staff, who identified four project goals to guide interventions along Fayette Street: All improvements to, and development along Fayette Street shall: 1. Provide a safe, comfortable and inviting environment for pedestrians, cyclists, drivers, and transit riders of all ages and abilities 2. Preserve and promote neighborhood history and character through wayfinding, gateway treatments and public art 3. Improve connectivity within the neighborhood and to the rest of the city 4. Support public health and promote economic development through vibrant, attractive streets 5 The recommendations within this memo are made with these goals in mind. Urban Development Areas Martinsville currently has two Urban Development Areas (UDA) described in the Uptown Martinsville - Urban Development Areas Comprehensive Plan Amendment and both adopted in 2011 (Figure 3). The first UDA is centered around a site known as the “Baldwin Block.” The Baldwin Block UDA is 18 acres, containing both the Baldwin Block redevelopment site and other potential infill sites along Church and Market Streets. Martinsville’s second UDA is called “Sara Lee”. This is a 23-acre site located south and east of Uptown, and is “the largest contiguous infill, redevelopment, or adaptive reuse site in the Uptown area.” 4 The city would like to see this area become a walkable companion neighborhood to Uptown, providing residents with a variety of housing options, services, and retail experiences. Figure 3: Martinsville Urban Development Areas 4 Uptown Martinsville - Urban Development Areas Comprehensive Plan Amendment, Draft dated July 14, 2011, page 14. 6 RECOMMENDATIONS: URBAN DEVELOPMENT AREAS AND ZONING Currently, neither the TND-O nor a UDA capture the portion of Fayette Street included in the Fayette Street “Complete Streets, Complete Community” plan. To support the kind of development desired within this corridor, it is proposed that the city designate a third UDA – “West End” and extend the TND-O district to cover all the area contained within the new UDA. Figure 4 identifies both the area proposed as the West End UDA as well as the extension of the TND-O. We recommend the following actions: 1. Amend the “Uptown Martinsville - Urban Development Areas Comprehensive Plan Amendment” to include the following: • Purpose, designation, and description of a third UDA called “West End” 2. Amend the city’s zoning map to extend the TND-O district to the southwest, to capture the entirety of the newly designated UDA. The following pages contain guidance, draft language and other details for a comprehensive plan amendment and resolution. 7 “West End” Urban Development Area: Proposed Comprehensive Plan Amendment Purpose and Intent The proposed West End Urban Development Area (UDA) is an area encompassing approximately 175 acres, and reflecting the areas considered within the Fayette Street “Complete Streets, Complete Community” plan. The boundaries chosen for this UDA generally extend 300 feet to either side of Fayette Street, from Roundabout Road in the west to Market Street in the east. Where possible, the boundary was extended to capture sites or city owned properties with high development potential. The Traditional Neighborhood Design Overlay (TND-O) district encompasses nearly all the proposed UDA area, except for a small portion in the southwest corner of the area, as drawn (Figure 4). As reflected in city plans, policies, ordinances and studies, it is the desire of the City of Martinsville to support more compact and mixed development within the area covered by the TND-O and to support revitalization in the West End neighborhood, helping to restore this once thriving cultural and business hub for the city’s African-American residents. Proposed improvements to Fayette Street could increase quality of life, improve health, increase access to jobs and essential services, and celebrate the strong history and cultural identity of the neighborhood. Given the desires of residents, the City of Martinsville, and the goals of the Commonwealth’s UDA program, designating the West End neighborhood as a UDA is well-aligned with both policy and public opinion. Draft Resolution The City of Martinsville’s adopted comprehensive plan (“comprehensive plan”) emphasizes the city’s desire for smart, cost-efficient growth reflecting evolving demographics and economy; and Stated goals of the comprehensive plan are to promote compact development principals and to reduce transportation dependency. The City of Martinsville has implemented several policy and zoning tools to support the desired patterns of growth, including the designation of two Urban Development Areas (UDA) and a Traditional Neighborhood Design Overlay (TND-O) District. The City of Martinsville also desires to support the revitalization of the neighborhood referred to as the “West End,” generally that portion of Fayette Street west of that street’s intersection with Market Street. However, the West End is currently contained neither within a UDA nor is the neighborhood designated for future mixed commercial and residential uses, limiting the growth potential of this neighborhood. Further, the West End is currently described by residents as unsafe for pedestrian, bicycle, and other modes of transportation. The Fayette Street “Complete Streets, Complete Community” Plan, currently under development, recommends a comprehensive set of interventions to support 8 improved travel conditions along the Fayette Street corridor. The described West End UDA supports and enhances these interventions, stimulating the denser, more compact development needed to create a vibrant pedestrian realm. To achieve these ends and more, the West End UDA, as bounded, illustrated, and described, is therefore adopted by resolution this ___ day of ________, 2018 by amendment to “Uptown Martinsville - Urban Development Areas Comprehensive Plan Amendment,” dated 2011; as it amends the most recent adopted version of the City of Martinsville’s Comprehensive Plan, dated 2009. 9 Figure 4. Map of Proposed “West End” UDA and TND-O Extension 10  City Council Agenda Summary Meeting Date: June 26, 2018 Item No: 5. Department: City Manager Issue: Consider approval of a Memorandum of Understanding with the Martinsville-Henry County Chamber of Commerce’s Partnership for Economic Growth (C-PEG) for services related to efforts involving small business development in the City of Martinsville for FY19. Summary: In the FY19 budget, City Council approved funding of $60,000 for a continuation of efforts related to small business development in the City, in partnership with C-PEG. A Memorandum of Understanding between the City and C-PEG was developed originally for this project and has been updated annually to reflect ongoing changes. City and Chamber/C-PEG staff collaborated on a revised Memorandum of Understanding, attached for Council’s consideration. Attachments: City/CPEG Small Business Development Memorandum of Understanding Recommendations: Staff recommends approval of the MOU as presented.  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 continue to explore ways to utilize the second-floor space of the incubator with a focus on partnerships. 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. 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 2  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  City Council Agenda Summary Date: June 26, 2018 Item No: 6. Department: Community Development Issue: Hear an update on the status of efforts related to clean up, demolition, and remediation of the two burn sites on Aaron Street. Summary: On March 3, 2014 and again on April 22, 2017, major structure fires destroyed two former furniture facilities on Aaron Street. Since that time, efforts have occurred to facilitate cleanup, demolition, and remediation of the sites for future use or redevelopment. At the June 26 meeting, staff will discuss the projects and efforts related to site demolition and cleanup. Attachments: None Recommendations: Will be discussed and presented at the June 26 meeting  City Council Agenda Summary Date: June 26, 2018 Item No: 7. Department: Building Inspections Issue: Hear information from Building Inspections regarding demolition of structures within the City. Summary: During work on the FY19 City budget and specifically during discussions of Building Inspections and the budgeted demolition line item, Council requested that Inspections report back at a later meeting with information regarding location of structures demolished in recent years as well as a current listing in priority order of structures that should be considered for demolition. The City’s Building Official presented information to address Council’s questions at the May 22nd meeting, and Council requested that information be brought back at a later meeting with a suggested plan and cost to address the top 10 - ranked demolition needs. Attachments: None. Additional information will be presented at the meeting. Recommendations: Information will be presented and discussed at the June 26 meeting with a recommended plan for proceeding.  City Council Agenda Summary Meeting Date: June 26, 2018 Item No: 8. Department: Finance Issue: Consent Agenda Summary: The attachment amends the FY18 Budget with appropriations in the following funds: General Fund: $ 111,285 - Reimbursements; Grants Capital Fund: $ 41,734 – Pass-thru Grant; Sale of Surplus School Fed. Programs Fund: $1,263,894 – Grants Attachments: Consent Agenda 6-26-18 Recommendations: Approve  BUDGET ADDITIONS FOR 6/26/18 ORG OBJECT DESCRIPTION DEBIT CREDIT FY18 BUDGET ADDITIONS General Fund: 01100904 441104 Fines/Forfeitures - E-Summons 3,428 01311085 506139 Police Dept - E-Summons Equipment 3,428 Appropriate excess revenues 01101918 443312 State Grants - JAG/LLEBG - Police Dept 5,571 01102925 436103 Fed Grants - Byrne/JAG Program 50,714 01311085 506082 Police Dept - Byrne/JAG Program 56,285 Police grant programs funding 01102926 405555 Federal Categorical - Brownfields Grant - EPA 14,922 01812247 503136 Brownfields - Professional Services - Consultant 14,922 Grant reimbursement 01102926 405556 Federal Categorical - Appalachian Regional Commission 10,000 01814248 403140 Healthy Hub - Eng & Arch - Paradise 10,000 Grant reimbursement 01102926 436425 Federal Categorical - DMV - Occupant Protection Grant 1,193 01311085 501214 Police Dept - OT - DMV - OCCPRO 1,193 01102926 436427 Federal Categorical - Org Crime/Drug Enforce Task Force 5,095 01311085 501219 Police Dept - OT - OCDETF 5,095 Grant reimbursements 01100909 490137 Recovered Cost - Public Safety 1,470 01311085 501200 Police Dept. - Overtime 781 01311085 502100 Police Dept. - Social Security 48 01311085 502110 Police Dept. - Medicare 11 01217078 501200 Sheriff - Courts - Overtime 586 01217078 502100 Sheriff - Courts - Social Security 36 01217078 502110 Sheriff - Courts - Medicare 8 Various reimbursements for security patrols 01102925 436142 Non-categorical Federal - US Marshals OT Grant 184 01311085 501200 Police Dept - Overtime 184 Adjust grant funding 01102926 436410 Categorical Federal - Bulletproof Vest Grant 18,708 01311085 506126 Police Dept. - Body Armor/Tactical Vests 18,708 Grant funding Total General Fund: 111,285 111,285 Capital Reserve Fund: 16101918 443701 State Grants - Tobacco Regional Opportunity Fund 35,000 16582373 509192 TROF - Virginia Mirror 35,000 Pass-thru grant funding 16100905 416209 Sale of Surplus Equipment 6,734 16575365 508080 Vehicles - Fire Dept. 6,734 GovDeals sale of '96 pickup truck Total Capital Reserve Fund: 41,734 41,734 School Federal Programs Fund: 20102926 401088 TTL1 A Improv Basic Program 18 1,065,560 86011100 561120 Instructional S & W 603,800 86011100 562100 Social Security 46,235 86011100 562210 Retirement 103,385 86011100 562300 Health Insurance 103,308 86011100 562400 Life Insurance 7,953 86011100 562520 Disability 403 86011100 563000 Purchased Services 107,242 86011100 566013 Materials & Supplies 53,508 86012160 561120 Admin S & W 29,687 86012160 562100 Social Security 2,227 86012160 562210 Retirement 4,400 86012160 562300 Health Insurance 3,045 86012160 562400 Life Insurance 346 86012160 562520 Disability 21 20102926 436778 TTL2A Teacher Quality 17 126,793 86111100 561120 Instructional S & W 110,000 86111100 562100 Social Security 8,415 86111100 563000 Purchased Services 7,013 86111100 566000 Materials & Supplies 1,365 20102926 436586 TTL3A Language Acq 16 9,148 86311100 561120 Instructional S & W 1,400 86311100 562100 Social Security 97 86311100 565503 Travel 7,027 86311100 566013 Materials & Supplies 624 20102926 436878 TTL6BB Rural & Low Income 17 34,992 86411310 561120 Instructional S & W 24,500 86411310 562150 Social Security 1,878 86411310 562210 Retirement 7,670 86411310 562300 Health Insurance 176 86411310 562400 Life Insurance 358 86411310 566013 Materials & Supplies 410 20102926 420608 TTL4 Support & Acad Enrichment 27,401 86811100 563000 Purchased Services 3,000 86811100 566013 Materials & Supplies 24,401 Total School Federal Programs Fund: 1,263,894 1,263,894