City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:00 am Closed Session 7:30 pm Regular Session Tuesday, August 14, 2018 7:00 pm --Closed Session Items to be considered in Closed Session, in accordance with the Code of Virginia, Title 2.2, Chapter 37—Freedom of Information Act, Section 2.2-3711(A)—Closed Meetings, the following: A. Appointments to boards and commissions, as authorized by Subsection 1. B. Consultation with legal counsel and briefings by staff members, attorneys or consultants pertaining to actual or probable litigation, or other specific legal matters requiring the provision of legal advice by such counsel, as authorized by Subsection 7. 7:30—Regular Session Pledge to the American Flag and Invocation by Vice Mayor Martin 1. Consider approval of minutes from the June 25, 2018 Neighborhood Meeting, June 26, 2018 Council Meeting, July 10, 2018 Council Meeting, July 24, 2018 Council Meeting, and July 31, 2018 Special Session. (2 mins) 2. Conduct a public hearing for the purpose of receiving names of citizens interested in an appointment to a partial term on City Council ending December 31, 2020. (10 mins) 3. Hear a brief update from Martinsville City School Superintendent Dr. Zeb Talley, Jr. (10 mins) 4. Hear information regarding the Virginia Commission on Local government’s Draft Report on Annexation Alternatives and consider submitting written comments for the public hearing process. (20 mins) 5. Consider setting a schedule and location for FY19 Council neighborhood meetings (10 mins) 6. Consider approval of consent agenda. (2 mins) 7. Business from the Floor This section of the Council meeting provides citizens the opportunity to discuss matters, which are not listed on the printed agenda. Thus, any person wishing to bring a matter to Council’s attention under this Section of the agenda should: (1) come to the podium and state name and address; (2) state the matter that they wish to discuss and what action they would like for Council to take; (3) limit remarks to five minutes; (4) refrain from making any personal references or accusations of a factually false and/or malicious nature. Persons who violate these guidelines will be ruled out of order by the presiding officer and will be asked to leave the podium. Persons who refuse to comply with the direction of the presiding officer may be removed from the chambers. 8. Comments by members of City Council. (5 minutes) 9. Comments by City Manager. (5 minutes)  City Council Agenda Summary Meeting Date: August 14, 2018 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes Summary: None Attachments: June 25, 2018 Neighborhood Meeting June 26, 2018 Council Meeting July 10, 2018 Council Meeting July 24, 2018 Council Meeting July 31, 2018 Special Session Recommendations: Motion to approve minutes as presented. June 25, 2018 Neighborhood Tour and Meeting Martinsville City Council toured the Southside area on June 25, 2018 beginning at 5:30pm. Those present for the tour were Mayor Gene Teague, Council Member Kathy Lawson, Council Member Sharon Hodge, Vice Mayor Chad Martin and Council Member Jennifer Bowles. Staff present included City Manager Leon Towarnicki, Fire Chief Ted Anderson, Property Maintenance Inspectors Andy Powers and Mark Price, Police Chief Eddie Cassady, Officer Coretha Gravely and Channel 13 Reporter Kyle Wilcox. The van left the City Municipal Building at 5:30pm. City Manager Towarnicki recapped the neighborhood tour which visited Aaron Street then Roanoke Street to view vehicles parked illegally. The tour drove through Park Street, Union Street. Askin Street, Memorial to Forrest then to Childress Street. The tour continued to Smith Lake Road then back to Aaron Street where Council viewed and discussed the burned properties. The tour concluded at approximately 6:40pm arriving back at the Municipal Building. The Southside Neighborhood Meeting was held at Fuller Memorial Church, 1204 Askin Street at 7:30 PM, with Mayor Gene Teague presiding. Other Council Members present included Council Member Kathy Lawson, Council Member Sharon Hodge, Vice Mayor Chad Martin and Council Member Jennifer Bowles. Staff present included City Manager Leon Towarnicki, Assistant City Manager Wayne Knox, City Attorney Eric Monday, Clerk of Council Karen Roberts, Fire Chief Ted Anderson, Property Maintenance Inspectors Andy Powers and Mark Price, Police Chief Eddie Cassady, Officer Chris Bell, and Officer Coretha Gravely. Mayor Teague called the meeting to order and asked Pastor Hardy to offer prayer. Mark Price of the Inspections Department summarized property maintenance and inspection concerns. Price provided his contact number for any resident wishing to contact him with concerns. Price confirmed that the office is complaint based and reports by citizens are confidential. Mayor Teague opened the meeting up to residents to voice concerns. Howard Hairston, neighborhood watch captain, expressed concerns about people walking the street late at night; he believes they are homeless. He has tried to help them find shelter. They have started to harass some of the elderly neighbors for money. Police Chief Cassady asked that residents contact the Police Department if this continues and they can offer those people resources and a place to stay or eat Jean Price, neighborhood watch captain expressed concerns about abandoned cars and asked what else could be done to get them off the street. Blankenship Street has a trash problem and the home next door to her sister-in-law’s home on Myrtle Road has excessive trash in the yard. Mayor Teague asked Property Maintenance inspectors to follow up on those areas. Officer Gravely said she has spoken to those residents about the trash problem. Wilhelmina Roberts, 1010 Paul Street and substitute neighborhood captain referenced the bank on Paul Street covered in kudzu. She said she has called Public Works numerous times but it has not been resolved. Roberts also expressed concern about trash being thrown June 25, 2018 Neighborhood Tour and Meeting out on Paul Street and says that vehicles from the construction site near Forrest Street and Cole Street have made a terrible mess of the road. Richard Toler, neighborhood watch captain for Forest Street stated that the issues he reported at the previous meeting related to the carwash as well as the drug dealing concerns in the area have both been resolved by the police department. He asked if the captains could be given notice of questionable activity in the area so that they are aware of what to watch for. Police Chief Cassady said there are neighborhood resource officers throughout the City that are going door-to-door talking to residents and the officer for that area can share those concerns with residents and captains at that time. Resident surveys will hopefully be completed by September so residents will be seeing those officers more over the next few months. Cassady said social media is a great way to engage with the police department and the officers. Shauna Morton, 1023 Graves Street says she has chosen to keep the two vacant lots on either side of her home wooded but they are having to clean up a huge amount of trash being thrown out and blowing into the woods. Her back yard is flooding with every heavy rain because a neighbor has killed the vegetation on his property. There is a problem with neighbors riding 4-wheelers on the road but by the time the police are called and dispatched they are gone. Morton has two large dogs that are kept in a fence but says there are several small dogs that run free. Speeding in her area has become a problem also including school buses. Officer Bell said the speed trailers track speeders so that he will know the best time to run radar in that area and he will be setting one up in that area soon. Claudia Spencer, 1047 Oak Street says someone is knocking on the side of her house, windows and on the kitchen door and says that no one responds when she calls 911. Police Chief Cassady said they would increase patrol and he would pull records of reports from that address. Family across the road from her has a dog in the front yard which causes a terrible odor. City Attorney Monday said he would ask Animal Control to check into the care of and tethering of the dog. Trula Clark, 1124 Askin Street says that there are abandoned cars on the street at the house next door. The owner parks cars in his driveway blocking his exit so he must run over the church curbing; doing this is tracking mud and breaking down the curb. The parked cars also cause a site hazard when pulling out from the church. She also expressed concern over speeders including school buses and trash left in the church parking lot. Neighbors are using church property to walk their dogs and not picking up afterwards. Mr. Foddrell expressed concerns about speeders on Union Street and littering. He said the neighbors need to stick together and report concerns to the police department. He watches out for the elderly lady next door and says neighbors need to watch out for each other. James Peverall, 215 Aaron Street expressed concern over the burned property on Aaron Street and provided Council a copy of a letter sent to City Manager Towarnicki. He has June 25, 2018 Neighborhood Tour and Meeting met with Fire Chief Anderson, City Manager Towarnicki, City Attorney Monday, Commonwealth Attorney Hall, and Wayne Knox in Community Development. He complains that it has been over 18 months and there appears to be a lack of authority and approved action. The properties need to be secured and the City needs to move forward to get the damaged buildings cleared up. Peverall said Mr. Knox has explained the steps being taken using the Brownsfield Grant. Since the owners with the second property have taken no action to correct the damage, the City needs to take whatever action necessary to get it cleaned up. He believes there are also criminal aspects with this case. Mayor Teague explained that Peverall’s request had been approved, the topic had been added to the Council agenda for June 26 and Council had received a copy of his letter. Linda Lowery said that there is a recovery center/junkyard on Memorial and asked if a fence could be installed to hide the eyesore. Howard Hairston added that on Askin Street, there are a lot of parked cars making it hard to drive through and on the other end there is a basketball goal in the road that attracts teens and kids to play in the road. Officers confirmed that property was located in the County. Teague asked that those concerns be reported to Henry County for resolution. James Peverall shared a correspondence sent to the City Manager regarding is previous concern about the time taken by Public Works regarding the extended time to paint a fire hydrant. He asked if there is a way to track employee efficiency in performing their job and special projects. He would like a handbook posted to the website. City employee salaries should be posted for public information also. Mayor Teague explained that every department has reduced staff, combined jobs and the City has asked employees to take on additional responsibilities and work call hours without an increase in salary. There is a pay scale that is compared to other area salaries which is proven that the City employees are underpaid; they are expected to work harder with no additional compensation. Teague explained if a study was done, it would determine that more employees are needed and the salaries would be increased to meet average market salaries. Council Member Hodge explained that efficiency studies require hired consultants which would cost the City more and that the budget is listed for public viewing on the website. Council Member Lawson explained that the inmates are already fully utilized. Council Member Bowles said that those employees that Peverall is referencing should be reviewed by public works. Peverall also asked Mr. Knox if Southside could be considered for the next block grant. Mr. Toler expressed concerns about the paving on Starling Avenue. City Manager Towarnicki said that project should be completed soon. Council Member Bowles explained that she texted Dr. Talley about the bus speeding. Talley says they have monitors to track the speed of the buses and asked that residents contact him directly and immediately when they see speeders so that it can be looked at. Officer Bell asked that residents contact the police department also. June 25, 2018 Neighborhood Tour and Meeting Inspector Mark Price shared the policy regarding untagged vehicles and what concerns are handled by Inspections verses the Police department. Officer Bell asked that residents report any concerns in case it’s something that has been overlooked. Dale Handy, 1062 Graves Street expressed concern about abandoned homes on Graves and Summit Street. Teague asked that those properties be reported to Inspections. Price confirmed that the property across from her property has a building permit so there isn’t much that they can be done. There being no further business, Council Member Lawson made a motion to adjourn the meeting, Council Member Bowles seconded the motion, all Council Members voted in favor. The meeting adjourned at 8:43pm ___________________________________ _______________________________ Karen Roberts Gene Teague Clerk of Council Mayor June 26, 2018 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on June 26, 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, Police Chief Eddie Cassady, Fire Chief Ted Anderson, Building Inspector Kris Bridges, and Community Development Susan McCulloch. Mayor Teague called the meeting to order and advised Council would go into Closed Session beginning at 6:30PM. Council convened in Closed Session to discuss the following matters: (A) Appointments to boards and commission, 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 and 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 Council Member Hodge, with the following 5-0 recorded vote: Council Member Hodge, aye; Council Member Bowles, aye; Vice Mayor Martin, aye; Mayor Teague, aye; and Council Member Lawson, aye. Closed Session recessed. Mayor Teague explained that Item A under Closed Session would continue after regular session and no action was taken on Item B. Following the Pledge to the American Flag and invocation by Mayor Teague, Teague welcomed everyone to the meeting. 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 – Council Member Lawson made a motion to approve all minutes as presented; Council Member Bowles seconded the motion with all council members voting in favor. Consider approval of Consent Agenda – Council Member Lawson made a motion to approve the consent agenda as presented; Vice Mayor Martin seconded the motion with all Council Members voting in favor. June 26, 2018 Council Meeting Hear an overview of the June 25, 2018 Southside Neighborhood Tour and Meeting – City Manager Towarnicki summarized the Neighborhood tour including properties and concerns that Council visited. At the meeting, concerns were raised about vacant properties, property maintenance concerns, speeding and littering concerns in certain areas, speeding buses, homeless people approaching residents, basketball goals in the street affecting traffic, parked vehicles, overgrown banks, tethered dogs and roaming dogs, drainage problems and flooding concerns. A resident expressed concern about someone knocking on her home late at night and another resident asked about City employee efficiency and the status of the burned sites on Aaron Street. Towarnicki explained that if an abandoned vehicle is in the front yard or visible from the street then residents should report concerns to the Inspections department. If the abandoned vehicle is parked in the street, the Police Department should be notified. Towarnicki confirmed that there are trackers on some City vehicles but not all to monitor their location and the time they sit idle. The employee manual and pay plan are both listed on the City website. Department supervisors continuously monitor employees and their efficiency when they work on projects. Over time it has been determined that City crews work more efficiently by working in crews of four to five employees, which at times and depending on the task, may appear to not be cost effective. Dr. Talley, School Superintendent referenced the June 26, 2018 Council Meeting reports of speeding school buses, stating that the buses have GPS and cameras. They found that the particular bus in question was speeding and was found to be traveling 7 miles per hour over the speed limit. He had a conference with drivers about the concern and asked residents to report any future problems or concerns relating to buses speeding directly to him. Present a proclamation honoring Martinsville High School track and field athlete Nigal Davis for winning the Virginia High School League Group 2A State Championship in the 100 meter dash – Council Member Bowles read the proclamation which was presented to Mr. Davis. Davis said his goal is to win a second championship before he graduates. Coach Nathan Tanner said that Nigal is an asset to the school and to the community. He is a great student and athlete. 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.” - Susan McCulloch summarized the expansion of the Urban Development Area. Council Member Lawson made a motion to set the public hearing for July 10, 2018; Vice Mayor Martin seconded the motion with all Council Members voting in favor. June 26, 2018 Council Meeting June 26, 2018 Council Meeting June 26, 2018 Council Meeting June 26, 2018 Council Meeting 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. – City Manager Towarnicki explained the need for the MOU approval and explained that Council is welcome to make additions or changes. Lisa Fultz provided a brief update on MURA, stating that the Farmer’s Market has been a huge success; Saturday hours are 8:00am-12:00noon and Wednesday hours will begin soon. Fultz reminded residents that vendors can accept EBT cards and explained the program and process. They continue to look for vendors for Octoberfest. TGIF has begun with almost 400 attendees at the first event. The next events will be July 20 and August 17. Internally, CPEG has introduced Marty and Henrietta Dinosaur. The dinosaurs will be visiting local businesses to educate the public on stores and services in the area. July 10 will be a free customer service workshop from 9:00am-12:00pm. July 11 will be the mentor meeting; CPEG received a grant to help with establishing this formalized mentoring program. The Incubator is filled to 94% capacity. CPEG awarded almost $30,000 in cash and in-kind awards to seven small business recipients. The Retail Strategies staff spent a full day in the community, meeting with 60 retail locations and restaurants, 70 commercial businesses and 70 developers. Council Member Lawson made a motion to approve the Memorandum of Understanding with CPEG; Council Member Bowles seconded the motion with all Council members voting in favor. June 26, 2018 Council Meeting Hear an update on the status of efforts related to clean up, demolition, and remediation of the two burn sites on Aaron Street – City Manager Towarnicki explained there are two properties of concern – one which burned in 2014 and a second that burned in 2017. June 26, 2018 Council Meeting Community Development Wayne Knox detailed the Brownfield Grant for the first property that burned in 2014. Phase 1 is complete and Phase 2 is 50-60% complete. EPA should allow the City to do the remediation, demolition, contamination of soil study, debris removal and overall clean up of the site. Money is set aside to assess the second burn site and to apply for an additional Brownfield Grant and EPA funding. Knox explained that it could cost between $350,000 to more than $1 million to clean up both sites and get them qualified for the Brownfield grant. Towarnicki explained that the City also needs a plan for what will be done with the property after the clean up. Draper Aden is looking at the neighborhood, zoning, etc. to see what kind of project could be beneficial for those lots when completed. Council Member Lawson believes there is potential for recycling some of the debris from the sites. Towarnicki acknowledges that it’s been four years since the first property burned but explained that the site was tied up in a fire investigation and litigation for a couple of years. He assures there is planning and efforts ongoing to get the sites cleaned up soon. The second site was also tied up in a fire investigation but has since been released and meetings have been held between staff and the property owners. The City has four options: 1. for the property owners to develop a code compliant demolition plan but after a year in, nothing has been done; 2. for the owners to allow access to the site for the Brownfield assessment program. This option has been offered to the owners but they have yet to authorize that access; 3. the City approaches the owners with a consent owner agreement, binding the owners to a specified timeframe with failure to comply resulting in penalties and other legal action; and 4. to pursue legal action to require owners to demolition the property. This fourth option is what Towarnicki recommends Council to approve. City Attorney Monday says he cannot file anything for access, that he will need to file for owner’s full demolition of the property. The emergency safety work that was done at the site by the City is being billed to the property owners since they failed to have those concerns corrected. Mayor Teague wants to send a letter to both property owners to secure the sites. In relation to the 2017 burned site, Teague asked that before legal action is taken, a letter be sent to the property owner with a 30-day deadline to grant the City access to conduct a site assessment for the Brownfield grant. Council Member Hodge disagrees, stating that Council continuing to delay action is what causes frustration with the residents in that area. Hodge feels that Council should move forward with staff’s recommendation without further delay. Teague feels that Council should work with property owners, being consistent to allow them the opportunity to correct the concerns themselves at the sites. The owners have been given every notice required by statute, numerous emails, meetings and phone calls but no formal letter was mailed. Formal correspondence was sent by the building inspector. Council Member Bowles prefers to give the property owner one more opportunity to take action before the City takes legal action. Monday asked Council if he would have the authority to file legal action immediately after the 30 days is over or will he be required to come back to June 26, 2018 Council Meeting Council for approval to file. Teague asked that the formal letter be sent, also asking both properties to be secured with fencing for both, and allow access to the property for Brownfield site inspection and if no response, then at the second July Council meeting the Council can vote to move forward with legal action. Council Member Lawson made a motion to accept the Mayors recommendation of a 30-day notice then proceed accordingly after that; Vice Mayor Martin seconded the motion with all in favor except Hodge. Motion carries 4-1. Hear information from Building Inspections regarding demolition of structures within the City – Building Inspector Kris Bridges detailed a list of City structures that would most likely require demolition and how it was decided which properties are on the list while others are not. Bridges explained that his list was the top 10 and does not include the other 50 that could be demolished. About half of the property owners take care of the demolition when contacted, the other half is handled by the City when the owners refuse. It is in the best interest of the property owner to hire a contractor to demolish the home rather than pay a significantly higher price to allow the City to do it. Bridges explained that the cost to inspect the properties for asbestos could range between $200-$1,000 depending on the safety of the structure. Council Member Lawson questioned if there was an option to recycle debris from any of the properties. Bridges explained the structural instability would make that dangerous. Towarnicki explained that the public works staff would have to work the demolitions in between other required and necessary work. Lawson made a motion to proceed with the City Managers recommendation in regards to the 10 recommended properties to be demolished; Vice Mayor Martin seconded the motion with all Council Members voting in favor. Business from the Floor – Ural Harris, 217 Stuart Street said there are still numerous complaints on the paving project and the condition of various City streets. Comments by Members of City Council – Council Member Lawson thanked Vice Mayor Martin for organizing the Community picnic last Saturday at Baldwin Park which was very well attended. Lawson recognized Mickey Powell of the Martinsville Bulletin for his resignation; Powell asked her to relay his appreciation to the Council Members. The Martinsville Mustangs are having a good season and she asked residents to come out and support them. Council Member Bowles thanked staff for visiting the summer camp and providing motivation for the children. Verizon wireless has partnered with PHCC for a girls camp, which is free and includes a free iPad. New Heights Foundation has scholarships for upcoming college students; applications are due July 20. Vice Mayor Martin thanked everyone who helped with the Community Cookout, sharing that the children were able to paint positive messages on rocks which he handed out to Council Members, City Manager, Fire Chief Anderson and Police Chief Cassady. Mayor Teague thanked everyone for their participation in local events this past weekend. Congratulations to Vice Mayor Martin for making the cookout a success. June 26, 2018 Council Meeting Comments by City Manager – City Manager Towarnicki mentioned Mickey Powell again and relayed Powell’s appreciation for Council. Mayor Teague suggested presenting Powell a proclamation. Towarnicki thanked Carrie Zimmer for her work on the flowerbed out front. The Municipal building will be closed July 4 for the holiday. The Martinsville Speedway Celebration will be July 3. Towarnicki thanked Ralph Lawson for the flags that are displayed throughout the City. Mayor Teague explained that Council would recess back to Closed Session to complete the interviews for the school board vacancies. At the end of the Closed Session meeting, Council returned to regular 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 Vice Mayor Martin with the following 5-0 recorded vote in favor to return to Open Session: Council Member Bowles, aye; Mayor Teague, aye; Vice Mayor Martin, aye; Council Member Hodge, aye; and Council Member Lawson, aye. Council Member Lawson made a motion to reappoint both Joan Montgomery and Sammy Redd to a 4-year term on the School Board ending June 30, 2022; Council Member Hodge seconded the motion with all Council voting in favor. There being no further business, Council Member Hodge made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Martin with all Council Members voting in favor. The meeting adjourned at 9:45pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor July 10, 2018 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on July 10, 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, and Community Development Susan McCulloch. Mayor Teague called the meeting to order. Following the Pledge to the American Flag and invocation by Council Member Bowles, Teague welcomed everyone to the meeting. Mayor Teague welcomed Scout Troop #73 member Seth Turner, son of John Turner who is working towards his citizenship badge. Turner detailed his requirements for earning the badge. Consider approval of minutes from the May 22, 2018 and June 12, 2018 Council Meetings – Council Member Lawson made a motion to approve the minutes as presented; Council Member Bowles seconded the motion with all Council Members voting in favor. Conduct a joint public hearing with the Planning Commission to expand the City’s Urban Development Area (UDA) to include the “West End UDA.” - Joe Martin called the Planning Commission meeting to order. Susan McCulloch detailed the grant to expand the West End UDA as well as planned upgrades to the area. McCulloch summarized the Planning Commission recommendation to Council. Martin and Mayor Teague opened the public hearing. No one approached the podium so the public hearing was closed. Council Member Bowles made a motion to amend the Comprehensive Land Use Plan to add a third Urban Development Area called “West End”; Council Member Lawson seconded the motion with the following 5-0 roll call vote: Council Member Hodge, aye; Council Member Lawson, aye; Mayor Teague, aye; Vice Mayor Martin, aye; and Council Member Bowles, aye. Bowles made a second motion to amend the Zoning Map extending the TND-O district to the southwest, to capture the entirety of the newly-designated third UDA; Lawson seconded the motion with the following 5-0 roll call vote: Council Member Hodge, aye; Council Member Lawson, aye; Council Member Bowles, aye; Mayor Teague, aye; and Vice Mayor Martin, aye. Martin closed the Planning Commission. July 10, 2018 Council Meeting July 10, 2018 Council Meeting July 10, 2018 Council Meeting July 10, 2018 Council Meeting Hear an update from Piedmont Community Services regarding operations at the former Housing Office, the recent fire at the apartments located at 303 East Church Street, and plans for construction of a group home on Independence Drive – City Manager Towarnicki welcomed Greg Preston and other Piedmont Community Service members. Preston recognized Kippy Cassell and Katie Whitlow also in attendance. Preston shared data regarding consumers by program area, consumers by community service board with Piedmont being ranked 13 out of 40 in the state, and data on the previous 5 year growth in Martinsville and surrounding areas with an additional increase in services offered. Cassell detailed the school based TDT program which is now located in the old housing office; after some upgrades to the building they hope to be in the facility in the next few weeks. Cassell explained Serenity Cottage, 813 Starling Avenue that would be run by the Community Recovery Program and will assist women in the community in the very near future. Another program summarized was the Waiver Group Homes; PCS is working diligently to purchase land and complete construction on those homes by April 2019. Cassell also discussed the fire at the Church Street Square apartment complex caused by a second floor stove fire and displaced 31 tenants. The building sustained heavy damage and appears that 8-10 apartments will need to be completely rebuilt. Residents have been relocated to temporary housing. PCS hopes to rebuild the facility as quickly as possible while providing a safer place to live when they return. Cassell said rebuilding could take up to 12 months to complete. Staff is available to council those residents around the clock. Cassell thanked the residents, the fire and police departments, the Red Cross, local churches, Grace Network and others who have assisted. Whitlow shared how residents can assist, donate and volunteer to help with those residents displaced by the fire. Preston expressed his appreciation to Council, to the community and to the residents they serve. Hear information related to the City’s Zoning and Subdivision Ordinances, and the Comprehensive Plan – City Manager Towarnicki briefly described the zoning and subdivision ordinances and the comprehensive plan. Wayne Knox provided dates for when the updated July 10, 2018 Council Meeting ordinances were adopted and what each ordinance covers in relation to residential and commercial locations. Both ordinances are enacted under the Code of Virginia, Section 152, Chapter 22 titled Planning, Subdivision of land and Zoning. The ordinances come under the Comprehensive Plan, which focuses on the future proposed land use. The Comprehensive Plan is reviewed every 5 years but most amendments do not usually take place but every 10 years. Going forward, he hopes that Council and the public have a hand in making the community a better place to live. Business from the Floor – No one approached the podium Comments by Members of City Council – Council Member Bowles reminded the residents about the Back to School Bash July 28. Council Member Lawson reminded residents about the Farmer’s Market opening on Wednesdays. There are two more sessions for the Delvin Hairston free-swimming lessons and applications can be picked up at the YMCA. The Mustang baseball team is in first place and she encourages residents to attend. Mayor Teague attended the July 4 celebration at Martinsville Speedway and congratulated the organizers for another successful event. Next Thursday is VML Day for the policy committees in Richmond. Comments by City Manager – City Manager Towarnicki explained that the VML meetings would be throughout the day instead of all at one time so carpooling may be a problem. The Cherokee Trail project is almost complete. The City continues to follow-up on the events of the May 18, 2018 flood and those affected. The Dick and Willie Trail extension project continues, with a retaining wall needed and some delays due to the flood. Plans are in the works for the other end near Country Club Drive and Sam Lions Trail as well as the restroom facilities. There being no further business, Council Member Bowles made a motion to adjourn the meeting; the motion was seconded by Vice Mayor Martin with all Council Members voting in favor. The meeting adjourned at 8:45pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor July 24, 2018 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on July 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 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, and Community Development Susan McCulloch. Mayor Teague called the meeting to order. Following the Pledge to the American Flag and invocation by Council Member Lawson, Teague welcomed everyone to the meeting. Consider recognizing Sharon Brooks Hodge for her service to the citizens of Martinsville as a Council Member from January 2013 through July 2018 –Council Members presented Council Member Hodge with a proclamation and a key to the City. Council Member Hodge thanked the residents and council for allowing her to be a part of Martinsville. Public service is a very difficult job and she is grateful for the opportunity to serve. Hodge thanked the City Manager and staff for always treating her with respect. She hopes that Council does not evolve into a charity league or a homeowners association; and stated that there are some topics that need attention. The sewer rates were increased two years ago and Henry County has not been held accountable for what they owe. She feels that the public should be informed about where the New College money was spent and hold Dr, Boaz accountable. Hodge says her regret was voting against reversion four years ago; she doesn’t believe Martinsville can afford the burden of constitutional offices and the schools and if she had remained on Council, she would vote reversion for that reason. Hodge feels that a special election should be held to fill her vacancy and that it should be up to the residents and not council members to choose their representative. Mayor Teague is saddened to see her leave. He sees her as analytical, smart and focused on improved processes. Although they have not always agreed on topics, he respects her passion for the residents and her beliefs. Council Member Bowles said it is hard to let Hodge go but she is happy for her future endeavors. Bowles thanked Hodge for being hard on her and challenging her; she has learned a lot from her. Bowles thanked Hodge for serving on Council and allowing her to feel like she has a place. Bowles thanked her for being a role model. Vice Mayor Martin said he was sad when Hodge announced she was leaving. Hodge has kept him humble and he appreciates her strength. Council Member Lawson said she is watched Hodge grow on Council and it has been welcoming to see her come to Council prepared, she valued opinions and she did not mind asking the tough questions. Lawson stated that she has the utmost respect for Hodge. Former Mayor Danny Turner said he appreciated his time working with Hodge on Council. Turner said Hodge worked hard to bring jobs to the City and voting against rate increases. Hodge said July 24, 2018 Council Meeting she enjoyed working with Turner and he taught her to not prejudge people. Wayne Knox, Community Development said Hodge told him early on that it would be a challenge but during her time on council, she has been an agent of change. Rosie Carter, Morning Star Church representative said Reverend Millner was unable to attend but sent his well wishes and he appreciates everything Hodge did while she was on Council. City Attorney Monday said he has always admired and appreciated women leaders. Hodge has stood up and fought for the City’s best interest and she has been an excellent Council Member. City Manager Towarnicki says Hodge has a reputation for asking tough questions, which allows people to look at and think about things a little different. When the topic is discussed, there is no question where she stands. Hear a brief presentation from Mr. Roger Wilson, a member of the Board of Aldermen for the City of Frederick, Maryland – Mr. Wilson grew up in Axton. His first introduction to public service was a school field trip to the fire department. The City of Frederick is the second largest city in Maryland with a population of 70,000 and continues to grow. Like Martinsville, Frederick has issues with heroin and opioid abuse and the senior population. In 1976, there was a major flood and from that catastrophe, they decided to build an anchor infrastructure. Wilson shared a video about Frederick. The minority community is growing as well as the economic community. Frederick is hip, July 24, 2018 Council Meeting historic, and trying to attract a younger population. Housing affordability is an issue that they continue to work on. Treatment facilities and needle exchanges are in the works to help fight the opioid epidemic. Wilson is excited to bring his family back to Martinsville since he sees so much improvement. Council Member Bowles asked about the median income and age. Wilson said median age was 36 years old and median income is $86,000 but that salary is skewed because of those traveling to Washington or Baltimore for employment. Frederick has been branded as a “bedroom community” but they are working to change that with diverse industries. Hear an update on the Interstate 73 project – Rob Catron and John Stirrup, I-73 Coalition Co-Executive Directors were in attendance. Catron detailed the three projects currently underway. He explained the benefits of the Martinsville-Southern Connector Study. Catron detailed the Route 220 Preservation and Improvement Plan. July 24, 2018 Council Meeting July 24, 2018 Council Meeting Presentation of proclamation regarding Tuesday, August 7, 2018 National Night Out – Council Member Bowles read the proclamation and presented it to Officer Coretha Gravely and Neighborhood Watch captains in attendance. Police Chief Cassady thanked the neighborhood watch captains and committees and recognized the three National Night Out locations open to the public. July 24, 2018 Council Meeting Read a proclamation recognizing former Martinsville Bulletin reporter Mickey Powell – Council Member Hodge read the proclamation which will be mailed to Mr. Powell. July 24, 2018 Council Meeting Consider approval on second reading of Ordinance 2018-Z-3 amending the Zoning Map to extend the TND-O zone along the Fayette Street corridor – Council Member Lawson made a motion to approve the ordinance on second reading. Vice Mayor Martin seconded the motion with the following roll call: Council Member Hodge, aye; Council Member Bowles, aye; Council Member Lawson, aye; Mayor Teague, aye; and Vice Mayor Martin, aye. Motion passes 5-0. July 24, 2018 Council Meeting Hear an update on the status of efforts related to cleanup, demolition, and remediation of the two burn sites on Aaron Street – The City has gained approval on the Aaron Street property and consultants have visited the site, triggering the phase 1 July 24, 2018 Council Meeting assessment of that location. Contractors will be working to remove the metal from the property to prepare the property for phase II. Consultants are also working to get additional funding for the cleanup of the property. 201 and 209 Aaron Street have been secured. 200 Aaron Street will be secured as part of the recent agreement; if the property is not secured by the owners then the City will handle it then bill them. Consider setting a date for a special Council meeting to discuss options for filling a vacant Council seat – Council agreed on an open session for Tuesday, July 31 at 7:00pm. Consider adoption of a resolution expanding the City’s Urban Development Area (UDA) to include the “West End UDA” – Susan McCulloch summarized the plan and actions taken to expand the UDA. Council Member Hodge made a motion to adopt the resolution. Council Member Bowles seconded the motion with all council voting in favor. Consider adoption of a resolution in support of the City’s application for two Smart Scale Projects – Council Member Lawson made a motion to adopt the resolution. Council Member Bowles seconded the motion with all council voting in favor. Consider approval of consent agenda – Council Member Bowles made a motion to approve the Consent Agenda as presented. Council Member Hodge seconded the motion with all Council voting in favor. July 24, 2018 Council Meeting Business from the Floor – Fire Chief Ted Anderson said it has been a pleasure to work with Council Member Hodge and wishes her well on her adventures. Anderson shared that Laura Lawson, the Fire Department Executive Assistant has been working hard on a grant which was awarded over $200,000 grant money that will be used for the departments out-of- date air packs. Comments by Members of City Council – Council Member Hodge said “it’s been real and it’s been fun”. Council Member Lawson reminded residents that the baseball season will end soon and invited residents to attend. Council Member Bowles invited residents to the Back to School Bash on Saturday. Vice Mayor Martin appreciates the mentorship and fellowship during the trip to VML last week with the City Manager and Mayor. Martin thanked Council Member Hodge for being a trailblazer. Mayor Teague thanked Council Member Hodge again for her service on Council. Comments by City Manager – City Manager Towarnicki thanked Council Member Hodge also for her time on Council. 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 9:22 pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor July 31, 2018 Special Session Council Meeting A special session council meeting of the Council of the City of Martinsville, Virginia was held on July 31, 2018 in Council Chambers, Municipal Building, at 7:00 PM with Mayor Gene Teague presiding. Council Members present included Gene Teague, Jennifer Bowles Chad Martin and Kathy Lawson. Staff present included City Manager Leon Towarnicki, City Attorney Eric Monday, Assistant City Manager Wayne Knox, Police Chief Eddie Cassady, Police Deputy Police Chief Rob Fincher and Finance Director Linda Conover Mayor Teague called the meeting to order. Consider options for filling a vacant Council seat – City Attorney Eric Monday summarized a review of certain sections of the City Charter and State Code as related to the issue of filling a vacant Council seat. The Charter directs Council to fill the seat by a majority vote appointment within 30 days of the vacancy. Council Member Hodge resigned effective July 24, making the 30-day deadline to fill her vacant seat by August 23. This appointment would be to serve out Hodge’s remaining term ending December 31, 2020. If Council Members cannot agree on a candidate, they can petition the Circuit Court by August 8 for a special election to coincide with an upcoming general election, otherwise the special election would have to wait until the fall 2019. Each of the four Council Members discussed their position. Council Member Bowles stood firm in her preference to hold a special election to fill the vacancy. Teague, Lawson and Martin prefer to abide by the Charter and Council’s appointment to the vacancy. Council Member Lawson made a motion to begin the process for appointment to the vacant council seat and accept applications online, by mail, hand delivery, etc. no later than the close of business day on August 14, 2018 and to reveal and make public those names of applicants at the August 14, 2018 Council Meeting. Vice Mayor Martin seconded the motion with the following 3-1 roll call vote: Teague, aye; Martin, aye; Lawson, aye; and Bowles, nay. Council discussed holding a public hearing at the August 14, 2018 Council meeting to accept names and applications from citizens interested in serving on Council. City Attorney Monday stated that his office would handle the advertisement for the public hearing. Council agreed to set a special meeting for Tuesday, August 21, 2018 at 7:00pm for the purpose of reviewing candidates and possible interviews, but they will finalize details regarding the process at the August 14 Council meeting once they know how many candidates have applied. Mayor Teague explained that the public hearing would not be for anyone to bash any candidate and asked that anyone wanting to express his or her opinion do that privately with a Council Member. Vice Mayor Martin suggested residents July 31, 2018 Special Session Council Meeting visit the website to obtain contact information for Council Members if they would like to voice their opinions. There being no further business, Council Member Bowles made a motion to adjourn the meeting; the motion was seconded by Council Member Lawson with all Council Members voting in favor. The meeting adjourned at 7:30 pm. ______________________________________ ______________________________________ Karen Roberts Gene Teague Clerk of Council Mayor  City Council Agenda Summary Meeting Date: August 14, 2018 Item No: 2. Department: City Council Issue: Conduct a public hearing for the purpose of receiving names of citizens interested in an appointment to a partial term on City Council ending December 31, 2020. Summary: With the resignation of former Council member Sharon Brooks Hodge in July, 2018 due to business reasons, approximately 2 ½ years remain of the 4-year term that ends December 31, 2020. At Council’s July 24, 2018 meeting, it was decided to fill the vacant Council seat by appointment as outlined in the City Charter. Applications from citizens interested in being considered for appointment are being accepted online and through the City Manager’s office up to and including August 14th. At the Council meeting on August 14th, there will be a public hearing opportunity for citizens who have not yet filled out an application to declare their interest in being considered for the Council seat. Citizens who do so should be prepared to complete an application that evening. After the hearing, Council will publicly read all names to be considered for the seat. Attachments: None Recommendations: Conduct the Public Hearing and consider scheduling a date and time to conduct interviews, and announce the appointment. If a candidate is selected, consider a swearing in ceremony and having the new Council member seated for the August 28, 2018 Council meeting.  City Council Agenda Summary Meeting Date: August 14, 2018 Item No: 3. Department: City Manager Issue: Hear a brief update from Martinsville City School Superintendent Dr. Zeb Talley, Jr. Summary: Dr. Talley will attend Council’s meeting on August 14th and provide a brief update on the startup of the 2018-19 school year and other matters. Attachment: None Recommendation: No action needed – presented for information purposes.  City Council Agenda Summary Meeting Date: August 14, 2018 Item No: 4. Department: City Council Issue: Hear information regarding the Virginia Commission on Local Government’s Draft Report on Annexation Alternatives and consider submitting written comments for the public hearing process. Summary: During the 2016 session of the General Assembly, the existing moratoria on city annexation, county immunity from annexation, and the granting of new city charters was extended through 2024. Additionally, the Commission on Local Government was directed to study and provide a report to the General Assembly by December 1, 2018 on the following: 1. Evaluate the structure of cities and counties in the Commonwealth; 2. Evaluate the impact of annexation upon localities; 3. Consider alternatives to the current moratorium on annexation by cities; 4. Consult with and seek input from the Virginia Municipal League, Virginia Association of Counties and localities directly affected by moratorium. A draft report from the Commission on Local Government has been prepared and the Commission will hold its final public hearing on the Annexation Study in Staunton on September 4th. Written comments will also be accepted until September 3rd. At the August 14th meeting, staff will present a brief review of the draft report. Attachments: Notice from VML urging localities to provide comment. Recommendations: Review the information and consider providing written comments for inclusion with the public hearing proceedings. This matter could be carried over to Council’s August 28th meeting to provide additional time if necessary.  VML Urges Its Localities to Provide Written Comments As you know, the Commission on Local Government will hold its final public hearing on the Annexation Study in Staunton on September 4th (2:00 pm, Central Shenandoah Planning District Commission Board Room 112, Mactanly Place) and they will take written comments until September 3rd at david.conmy@dhcd.virginia.gov. VML’s Policy Statement says that “The Virginia Municipal League supports the General Assembly’s provision of financial incentives to promote consolidation of local government services and cooperative agreements among local governments.” We recognize that our members have diverse views on Annexation, Consolidation and Reversion and that it is an incredibly complex topic. What we all may agree upon is this: the status quo isn’t working. The draft report identifies 9 matters for consideration: 1. Modify reversion and consolidation statutes to remove obstacles. 2. Make reversion and consolidation more cost-effective through incentives. 3. Grant additional powers to counties through reversion and other interlocal agreements 4. Evaluate mandated service delivery methods to identify appropriate service level. 5. Relax the requirements for the establishment of joint authorities and special districts. 6. Provide planning grants to explore interlocal agreements and other operational efficiencies. 7. Evaluate adequacy of local fiscal resources to identify enhancements. 8. Create or expand programs to reduce local fiscal stress. 9. Incentivize additional regional cooperation and regional programs. The draft report also includes a good summary of the history of Virginia and the evolution of the system of independent cities. Cities have traditionally been the economic engines of their areas; however, with increased urban sprawl over time, their ability to grow and be successful has been stymied. One local manager pointed out that as the State has expanded its presence with more buildings that are exempt from real estate taxation, the fiscal stress for localities increases and places a significant burden on residents. Other localities may observe that these inherent limitations on taxing authority negatively impact their ability to raise necessary school funding. This poses a particular challenge as other local taxes, like the Communication Sales and Use Tax, which fails to include mobile devices, become progressively obsolete (Note: Although VML advocated for adding prepaid phone cards and streaming services under the Communication Sales and Use Tax during the 2018 Session, the concept found little momentum within the General Assembly). The tendency for the State to pass costs onto local governments, as in the case of benefits under the Line of Duty Act and health insurance credits for teachers, puts additional pressures on local governments. Also prevalent are the discussions of “hold harmless funding” and the lack of the ability to consolidate school systems. These represent only a few of the issues that have been identified and discussed. Our request is this: VML asks that your locality take the time to review the draft report and consider making comments. It is imperative that the State take some definitive action so that localities can move forward with certainty and in a manner that makes them successful. At stake is the fiscal viability of local governments to deliver the public services mandated by the Commonwealth and expected by our citizens.  City Council Agenda Summary Date: August 14, 2018 Item No: 5. Department: City Manager Issue: Consider setting a schedule and location for FY19 Council neighborhood meetings. Summary: Council meetings in various neighborhoods throughout the City have been held for a number of years, giving citizens an opportunity to meet with Council in an informal setting and to discuss issues/concerns in their areas. Typically four meetings are held throughout the year at 7:30 pm (preceded by a neighborhood tour) on the Monday prior to Council’s second monthly meeting The following is last year’s schedule with options for other locations for FY19 neighborhood meetings: DRUID HILLS / UPTOWN Tour 5:30pm/Meeting 7:30pm FY18 meeting was held September 25, 2017 at Forest Hill Presbyterian Church FY19 Suggestions – September 24, 2018 at NCI, Library, Forest Hill Presbyterian Church, or Patrick Henry School WESTSIDE AREA Tour 5:00pm/Meeting 7:30pm FY18 meeting was held October 23, 2017 at Albert Harris School FY19 Suggestions - October 22, 2018 at Albert Harris School NORTHSIDE / CHATHAM HEIGHTS Tour 5:30pm/Meeting 7:30pm FY18 meeting was held May 21, 2018 at Clearview Wesleyan Church FY19 Suggestions - March 25, 2019 at McCabe Church, Chatham Heights Baptist SOUTHSIDE Tour 5:30pm/Meeting 7:30pm FY18 meeting was held June 25, 2018 at Fuller Memorial Church FY19 Suggestions – April 22, 2019 at Wesley Memorial Methodist Attachments: None Recommended Action: Direct staff to coordinate meetings and locations  City Council Agenda Summary Meeting Date: August 14, 2018 Item No: Department: Finance Issue: Consent Agenda Summary: The attachment amends the FY18 Budget with appropriations in the following funds: FY18 General Fund: $ 20,497 - Reimbursements; Grants Capital Reserve Fund: $ 205,000 – FEMA Grant Attachments: Consent Agenda 8-14-18 Recommendations: Approve  BUDGET ADDITIONS FOR 8/14/18 ORG OBJECT DESCRIPTION DEBIT CREDIT FY18 BUDGET ADDITIONS General Fund: 01102926 436401 Categorical Federal - Confiscated Assets - Police 1,143 01311085 506079 Police Dept. - Federal Asset Forfeitures 1,143 Funds received 5/2/18 01100909 490801 Recovered Costs - Senior Services 2,354 01714212 501300 Senior Services - Part-time Wages 1,524 01714212 502100 Senior Services - Social Security 95 01714212 502110 Senior Services - Medicare 22 01714212 506049 Senior Services - Vehicle Fuels 713 Transportation Grant - April through June 01101916 434103 Categorical - Shared - Comm Atty Additional Allow. 17,000 01913250 503150 General Expense - Prof. Serv. Legal 17,000 Reimbursement of Expenses Total General Fund: 20,497 20,497 Capital Reserve Fund: 16102927 436143 Federal Grant - FEMA Firefighters Grant Program 205,000 16572362 508080 Fire Dept. - Tools & Equipment 205,000 Grant for SCBA purchase Total Capital Reserve Fund: 205,000 205,000