City Council

AGENDA--CITY COUNCIL -- CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 7:30 pm Regular Session Tuesday, February 26, 2019 7:30—Regular Session Pledge to the American Flag and Invocation by Vice Mayor Martin 1. Consider approval of the minutes from the February 12, 2019 Council Meeting. (5 mins) 2. Recognize City Employees who are eligible for Service Awards for the period January 1- March 31, 2019. (5 mins) 3. Hear a presentation from Landmark Property Management Company regarding a proposed housing project at 201 / 209 Aaron Street. (20 mins) 4. Consider a request from Landmark Property Management Company to designate 201 and 209 Aaron Street as a redevelopment zone. (10 mins) 5. Conduct a public hearing for the purpose of receiving input regarding a planned Community Development Block Grant application for the Pine Hall Road area in Martinsville. (15 mins) 6. Consider authorizing staff to execute an audit/financial services contract extension with Robinson, Farmer, Cox Associates. (10 mins) 7. Consider setting a public hearing for Council’s March 12 meeting regarding a planned Community Development Block Grant Application. (5 mins) 8. Consider a request from Martinsville City Schools for an appropriation of $671,636. (10 mins) 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: February 26, 2019 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes from the February 12, 2019 Council Meeting. Summary: None Attachments: February 12, 2019 Council Meeting. Recommendations: Motion to approve minutes as presented. February 12, 2019 Council Meeting The regular meeting of the Council of the City of Martinsville, Virginia was held on February 12, 2019 in Council Chambers, Municipal Building, at 7:30 PM with Mayor Kathy Lawson presiding. Other Council Members present included Jennifer Bowles, Chad Martin, Jim Woods and Danny Turner. 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, Deputy Police Chief Rob Fincher, Fire Chief Ted Anderson, Deputy Fire Chief Kris Schrader, and Commissioner of Revenue Ruth Easley. Mayor Lawson called the meeting to order. Following the Pledge to the American Flag and invocation by Mayor Lawson, Lawson welcomed everyone to the meeting. Consider approval of the minutes from the January 22, 2019 Council Meeting - Council Member Bowles made a motion to approve the minutes as presented. Council Member Turner seconded the motion with everyone voting in favor. Consider presentation of a proclamation honoring Jewel Hagwood – Council Member Bowles read the proclamation which was presented to the Hagwood family. Mrs. Hagwood thanked Council and said Mr. Hagwood loved his job with the Police Department. February 12, 2019 Council Meeting Conduct a public hearing for the purpose of receiving input regarding a planned Community Development Block Grant application for the Pine Hall Road area in Martinsville – Wayne Knox of the Community Development Department asked that the public hearing be postponed until the February 26 Council meeting since the required advertisement for the public hearing was not completed. Consider adoption of two Uniform Guidance Policies regarding new GASB requirements related to federal award management and procurement – Finance Director Linda Conover shared details on two new policies that will regulate the way the City handles federal funding. These policies are nationwide and simple “housekeeping” policies. Council Member Bowles made a motion to approve both of the Uniform Guidance Policies. Vice Mayor Martin seconded the motion with the all Council Members voting in favor. February 12, 2019 Council Meeting February 12, 2019 Council Meeting February 12, 2019 Council Meeting February 12, 2019 Council Meeting Consider authorizing the Commissioner of the Revenue to execute a contract to upgrade the real estate mass appraisal software to the most current version of the operating software offered by Vision Government Solutions, Inc. - Commissioner of February 12, 2019 Council Meeting Revenue Ruth Easley explained that she has the opportunity to update the software for her department at a discounted price and detailed the need for the more current version. Should the City pursue reversion, the City would be required to update the software at that time but would pay more for it if it’s not purchased now. Council Member Bowles made the motion to authorize the execution of the contract. Vice Mayor Martin seconded the motion with all Council Members voting in favor. Consider authorizing staff to execute an audit/financial services contract extension with Robinson, Farmer, Cox Associates. – Moved to the February 26 Council meeting. Hear an update from the Police Department regarding a neighborhood citizen survey project completed by the neighborhood resource officers through the Community Policing Program in the fall of 2018. – Police Chief Cassady presented a PowerPoint detailing the survey. The Police Department holds an operations meeting and staff meetings bi-monthly where officers share concerns and survey results that needed immediate attention. The survey was designed to accept concerns related to City departments, not just the Police Department. Officers visited 2,674 residents in the City and 1,666 participated. Deputy Police Chief Fincher summarized statistical data for individual questions. Cassady explained that officers completing the surveys were paid through grant funding. Cassady thanked the residents for participating and the City Manager for assisting with the questions. Cassady said that citizens in the City have shown him that they will not tolerate drugs in their neighborhood and are willing to work with the Police Department to resolve those issues. Council Member Bowles thanked the Police Department for being proactive. February 12, 2019 Council Meeting Hear information from Fire/EMS regarding ambulance and emergency medical service coverage for the City. – City Manager Towarnicki detailed a memo that he sent to Council last week, touching specifically on some misunderstandings. When a third call comes in and both units are already tied up on a call, the third call is not refused but will be answered as soon as a unit is freed up. Once a unit responds to a patient in need, they cannot leave that original patient to take care of a second call. If two calls come in at the same time, they will respond to the most urgent call first. Fees related to ambulance services will be higher than expected and should help cover the cost of the expenses accrued during the trial period. Towarnicki explained that Fire/EMS are requesting to purchase an additional ambulance and if the decision were made to run a third crew, an additional ambulance would be needed. One option to cover the added costs would be real estate tax increase. It is awkward to consider this option at this time of year not knowing what the FY20 budget will look like and with the budget process in the beginning stages. Towarnicki recommended not resuming the program now unless Council intends to carry it into the next year beyond June 30. The appropriate time to do that would be during the budget process. February 12, 2019 Council Meeting Towarnicki said City residents should be allowed to share their preferences and opinions. Council Member Turner questioned if the Fire/EMS department was a stand-alone department, if it would be self-funding. Towarnicki said by running two units then yes, the cost of operating the EMS department would be a profitable operation. Council Member Turner made a motion to proceed as the City is currently and evaluate again during budget time. Towarnicki thanked Kris Schrader and Ted Anderson for their efforts and research. February 12, 2019 Council Meeting Consider adoption of a resolution in support of House Bill 1840 – City Manager Towarnicki explained the proposed House Bill 1840 that directs the Virginia Economic Development Partnership to establish pilot programs by Dominion Energy Virginia and February 12, 2019 Council Meeting Appalachian Power that could have a big impact on industrial sites. Henry County adopted the resolution at their meeting last week. Council Member Bowles made a motion to adopt the resolution. Council Member Turner seconded the motion with all Council Members voting in favor. Hear a review of the City’s 2nd quarter finance report – Finance Director Linda Conover summarized the finance report, stating that everything is on track for what was anticipated. Council Member Bowles made a motion to approve the Finance Report. Vice Mayor Martin seconded the motion with all Council Members voting in favor. February 12, 2019 Council Meeting February 12, 2019 Council Meeting February 12, 2019 Council Meeting Consider approval of consent agenda – Council Member Turner made a motion to approve the consent agenda as presented. Council Member Bowles seconded the motion with all Council Members voting in favor. February 12, 2019 Council Meeting Business from the Floor – Alexis Lee of Sellers Street stated that she has a greater appreciation of the City by having the opportunity to give input through public hearings. The City does a great job of encouraging citizens to voice their opinions. She hopes residents will attend the public hearing related to the Pine Hall grant on February 26. Wayne Knox of the Community Development department explained that the department will be out this weekend doing door-to-door surveys and there will be additional meetings where residents will be encouraged to complete applications for grant award approval. Dennis Reeves of 106 Courtney Terrace explained that in the past month, he has foreclosed property at 615 Mulberry Road. As he went through that process, he found that the owner of the home had not paid City taxes, interest or penalties in four years, owing close to $5,000. He knows the City has procedures for collecting Utility costs and feels there should be more steps done to collect overdue taxes as well. Reeves explained that the City would not provide the courtesy of leaving the utilities on and automatically transferring the service to his ownership but instructed him to call on a daily basis for the update before he could request the service transfer. He requests the City look into these procedures. February 12, 2019 Council Meeting Comments by Members of City Council – Council Member Bowles ask City Manager Towarnicki about the IPad usage in the City Refuse trucks. Towarnicki said he would be happy to look into that and update Council. Bowles asked residents to be aware of visitors to their homes. There is an individual on Facebook claiming to be a City employee who is trying to gain entry in resident homes. City Attorney Monday advised that the City would never contact residents through Facebook swap pages. Bowles thanked Council Members for sending her flowers and condolences after her grandmother passed away. Council Member Woods offered his condolences for the loss of Bowles grandmother. Woods had a wonderful time at the Daddy- Daughter Date Night at Piedmont Arts last week and thanked Chick-Fil-A for sponsoring. Council Member Turner shared that the Martinsville Bulldogs lost the regional tournament to GW Danville. Vice Mayor Martin thanked the Police Department and said it’s good to see the officers out meeting the public. Mayor Lawson shared that April 6 is Hazardous Waste Day. Lawson mention the electrical outage two weeks ago and stated that a resident has expressed concern that the City’s emergency number was out of service. Towarnicki explained when the system is overloaded with calls, residents may get a message but advises that employees are taking calls as fast as they can. Lawson offered her condolences to Bowles on the passing of her grandmother and to retired Police Chief Mike Rogers in the passing of his father. Comments by City Manager – Towarnicki said City offices will be closed Monday for Presidents Day. Mayor Lawson asked Uptown merchants to not put their trash out Monday since there is no pickup that day. Bowles asked merchants to not put their trash out over the weekend. Bowles asked that this concern be brought to the monthly Chamber meeting so that local businesses are reminded of the policy. 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 9:15pm. ______________________________________ ______________________________________ Karen Roberts Kathy Lawson Clerk of Council Mayor  City Council Agenda Summary Meeting Date: February 26, 2019 Item No: 2. Department: Human Resources Issue: Recognize City Employees who are eligible for Service Awards for the period January 1 – March 31, 2019. Summary: The Service Award Program is designed to build individual morale and show appreciation to the long-service employee for their faithful service to the City of Martinsville. SERVICE AWARD RECIPIENTS THIRD QUARTER - FISCAL YEAR 18-19 FOR THE PERIOD OF JANUARY 1 – MARCH 31, 2019 Years of Name Department Service ANDY HALL COMMONWEALTH ATTORNEY 5 BRIAN COLLINS ELECTRIC 5 CHRIS BOULDIN FIRE/EMS 5 CHRISTY BARKER SHERIFF'S OFFICE 5 JOHN TURNER FIRE/EMS 5 JOSH CANNADAY PUBLIC WORKS 5 PAUL MCCRICKARD ELECTRIC 5 RODNEY SMITH SHERIFF'S OFFICE 15 COMMISSIONER OF THE JODY DUNCAN REVENUE 20 RICHARD BARROW POLICE 20 WESLEY BROOKS FIRE/EMS 20 STEVE DRAPER SHERIFF'S OFFICE 25 DOUG WICKHAM WATER RESOURCES 25 PAM NORMAN SHERIFF'S OFFICE 25 Attachment: None Recommendation: The Mayor will read the list.  City Council Agenda Summary Date: February 26, 2019 Item No: 3. Department: Community Development Issue: Hear a presentation from Landmark Property Management Company regarding a proposed housing project at 201/209 Aaron Street. Summary: Representatives from Landmark Property Management Company will be in attendance at this meeting to present plans for a housing project at 201/209 Aaron Street. This is the site of the American of Martinsville fire that burned in March, 2014. Attachments: None, information will be presented at the meeting. Recommendation: Presented for information purposes.  City Council Agenda Summary Date: February 26, 2019 Item No: 4. Department: Community Development Issue: Consider a request from Landmark Property Management Company to designate 201 and 209 Aaron Street as a redevelopment zone. Summary: Representatives from Landmark Property Management Company will be in attendance at this meeting to present plans for a housing project at 201/209 Aaron Street. This is the site of the American of Martinsville fire that burned in March, 2014. To enhance the project’s possibility of funding through VHDA and other sources, Landmark is requesting that the parcels designated as 201 and 209 Aaron Street be designated as a revitalization zone, as allowed under §15.2-1129.2 (Creation of Local Economic Revitalization Zones )of the state code. Attachments: Copy of §15.2-1129.2 (Creation of Local Economic Revitalization Zones) of the state code; Ordinance 2019–2 designating 201 and 209 Aaron Street as a revitalization zone. Recommendation: Approval on first reading (roll call vote). § 15.2-1129.2. Creation of local economic revitalization zones. A. Any city may establish by ordinance one or more economic revitalization zones for the purpose of providing incentives to private entities to purchase real property and interests in real property to assemble parcels suitable for economic development. Each city establishing an economic revitalization zone may grant incentives and provide regulatory flexibility. Such zones shall be reasonably compact, shall not encompass the entire city, and shall constitute one or more tax parcels not commonly owned. Properties that are acquired through the use of eminent domain shall not be eligible for the incentives and regulatory flexibility provided by the ordinance. B. The incentives may include, but not be limited to: (i) reduction of permit fees, (ii) reduction of user fees, (iii) reduction of any type of gross receipts tax, and (iv) waiver of tax liens to facilitate the sale of property. C. Incentives established pursuant to this section may extend for a period of up to 10 years from the date of initial establishment of the economic revitalization zone; however, the extent and duration of any incentive shall conform to the requirements of applicable federal and state law. D. The regulatory flexibility provided in an economic revitalization zone may include (i) special zoning for the district, (ii) the use of a special permit process, (iii) exemption from certain specified ordinances, excluding ordinances or provisions of ordinances adopted pursuant to the requirements of the Chesapeake Bay Preservation Act (§ 62.1-44.15:67 et seq.), the Erosion and Sediment Control Law (§ 62.1-44.15:51 et seq.), and the Virginia Stormwater Management Act (§ 62.1-44.15:24 et seq.), and (iv) any other incentives adopted by ordinance, which shall be binding upon the locality for a period of up to 10 years. E. The governing body may establish a service district for the provision of additional public services pursuant to Chapter 24 (§ 15.2-2400 et seq.) of Title 15.2. F. This section shall not authorize any local government powers that are not expressly granted herein. G. Prior to adopting or amending any ordinance pursuant to this section, a locality shall provide for notice and public hearing in accordance with subsection A of § 15.2-2204. 2007, c. 262; 2013, cc. 756, 793.  ORDINANCE 2019-2 Establishing Certain Properties in the City of Martinsville as a Revitalization Zone BE IT ORDAINED by the Council of the City of Martinsville, Virginia, in regular session held on February 26, 2019 that in accordance with §15.2-1129.2 “Creation of Local Economic Revitalization Zones” of the Code of Virginia, properties located on the northeast side of Aaron Street between Broad Street and Starling Avenue and specifically designated as 201 and 209 Aaron Street consisting of approximately 6.4 acres, are hereby collectively designated as a revitalization zone. The properties are further identified as Tax Map Numbers 42(18)00/01A-R and 43(02)A/01A-S, in the City of Martinsville. ****** Attest: ___________________________ Karen B. Roberts, Clerk of Council _____________________________ _____________________________ Date Adopted Date Effective  City Council Agenda Summary Date: February 26, 2019 Item No: 5. Department: Community Development Issue: Conduct a public hearing for the purpose of receiving input regarding a planned Community Development Block Grant application for the Pine Hall Road area in Martinsville. Summary: The purpose of the public hearing is to identify housing, infrastructure, and other needs in the Pine Hall Road area of the City, and also to discuss the history of the CDBG programs within the City. This will be the first of two required public hearings prior to the submittal of an application for CDBG funding in March. With the completion of the Northside CDBG project, planning has been underway to obtain funding for a revitalization project in the Pine Hall Road area of the City. This is an area that has not had any focused revitalization efforts conducted in recent memory. The planning effort is being assisted by residents of the Pine Hall / West End neighborhood. The purpose of this effort is to address blighting influences and assist property owners in rehabbing their respective residences and also to engage the residents of the Pine Hall Road area in the improvement of their neighborhood. Attachments: Map of proposed area of concentration Recommendation: Conduct the public hearing to receive public comment. No formal action is required and any comments received will be considered as the application process moves forward.  PINE HALL NEIGHBORHOOD Attachment 6-4; p for Study. City of Martinsville, Virginia Legend r mmm J Preliminarty Project Boundary 0 90 180 360 540 720 Feet  City Council Agenda Summary Meeting Date: February 26, 2019 Item No: 6. Department: Finance Issue: Consider authorizing staff to execute an audit/financial services contract extension with Robinson, Farmer, Cox Associates. Summary: In 2011, the City issued a formal request for proposals for annual audit/financial services and a decision was made to award an initial 2 year contract to Robinson, Farmer, Cox Associates, with the ability for multiple contract extensions. The contract has been extended previously on two occasions for 3- year increments covering FY 14,15, and 16; and then again for FY17, 18, and 19. The current extension terminates on June 30, 2019, and is once again eligible for a 3-year extension from July 1, 2019 through June 30, 2022. Chapter 12, Section 2 of the City Charter states “-The council shall cause this work to be done by a certified public accountant of their [its] selection and appointment or the auditor of public accounts of the Commonwealth of Virginia.” RFC has been performing the City’s annual audits for many years and has done an excellent job. Additionally, RFC has been involved in certain financial studies and reviews related to reversion. Attachments: None Recommendations: Authorize staff to execute a 3-year extension to cover the period from July 1, 2019 through June 30, 2022.  City Council Agenda Summary Date: February 26, 2019 Item No: 7. Department: Community Development Issue: Consider setting a public hearing for Council’s March 12 meeting regarding a planned Community Development Block Grant application. Summary: The March 12 public hearing is to officially approve the submission of the application to DHCD for funding for the Pine Hall Road Community Development Block Grant. At this meeting, information regarding final project boundaries, cost and objectives of the revitalization project will be presented. The purpose of this effort is to address blighting influences and assist property owners in rehabbing their respective residences and also to engage the residents of the Pine Hall Road area in the improvement of their neighborhood. Attachments: None Recommendation: Set a public hearing for Council’s March 12, 2019 meeting.  City Council Agenda Summary Meeting Date: February 26, 2019 Item No: 8. Department: Finance Issue: Consider a request from Martinsville City Schools for an appropriation of $671,636. Summary: The recently completed FY18 audit shows that Martinsville City Schools underspent their FY18 budget by $922,166. Of that amount, $197,728 has been reappropriated back to Schools (Council action October 9, 2018) due to prior year commitments, grants, and/or other funding obligations. At Council’s January 22, 2019 meeting, Schools presented a request to appropriate the remaining $724,438 with $671,636 going to contingencies (School Operations Fund) and $52,802 going to School capital. After discussion, Council approved the capital appropriation of $52,802 but requested that City and School staff review the remaining request and report back at a later meeting. After discussions with School administrators, the request for appropriation of the remaining $671,636 is still being made with $357,000 of that amount going to School capital for roof repairs at Martinsville Middle School, and the remaining $314,636 going to contingencies to cover anticipated revenue shortfalls due to student enrollment decline. School administrators will be at the February 26 meeting to provide additional information regarding their request. Attachments: None Recommendations: Approval of the appropriations requested is consistent with actions taken by Council in prior fiscal years.