City Council

AGENDA--CITY COUNCIL CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:30pm Closed Session 7:00pm Regular Session Tuesday March 23, 2021 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. 7:00 pm - Regular Session Pledge to the American Flag and Invocation by Council Member Pearson 1. Approve minutes from the March 9, 2021 and March 10, 2021 Council Meetings. (5 mins) 2. Read and present a proclamation recognizing the 100th birthday of local resident, Delia Bowman Martin. (5 mins) 3. Read and present a proclamation recognizing the week of April 4 – 10, 2021 as National Library Week. (5 mins) 4. Read and present a proclamation recognizing the week of March 28 – April 3, 20-21 as National Boys & Girls Club Week. (15 mins) 5. Consider adoption of a resolution designating the City of Martinsville as a Bee City USA affiliate. (15 mins) 6. Consider approval of consent agenda. (5 mins) 7. Business from the Floor - CANCELLED As a result of COVID-19 issues, business from the floor will not occur at City Council meetings until further notice. Citizens desiring to present comments for Council’s consideration may do so by emailing the comments to Karen Roberts, Clerk of Council at kroberts@ci.martinsville.va.us, calling in the comments to 276-403-5182, faxing comments to 276-403-5280, or mailing comments to City of Martinsville, attn.: Karen Roberts, P.O. Drawer 1112, Martinsville, VA 24114. Comments must be received by noon, March 23 for consideration by Council at this meeting. 8. Comments by members of City Council. (5 minutes) 9. Comments by City Manager and City Attorney. (5 minutes)  City Council Agenda Summary Meeting Date: March 23, 2021 Item No: 1. Department: Clerk of Council Issue: Consider approval of minutes Summary: None Attachments: March 9, 2021 Council Meeting March 10, 2021 Closed Session Meeting Recommendations: Motion to approve minutes as presented.  City Council Agenda Summary Date: March 23, 2021 Item No: 2. Department: City Council Issue: Read and present a proclamation recognizing the 100th birthday of local resident, Delia Bowman Martin. Summary: Local resident, Ms. Delia Bowman Martin will celebrate her 100th birthday on March 25, 2021. A proclamation will be read and presented to the family to commemorate the occasion. Attachments: Proclamation Recommendations: No action by Council needed - the Mayor will read the Proclamation.  ~ PROCLAMATION ~ RECOGNIZING DELIA BOWMAN MARTIN ON HER 100th BIRTHDAY WHEREAS, community resident Delia Bowman Martin celebrates her 100th birthday on March 25, 2021; and WHEREAS, Ms. Martin was born March 25, 1921 and is a long- time resident of the Martinsville-Henry County community, having worked for many years at Pannill Knitting Company; and WHEREAS, Ms. Martin has four surviving children and three stepchildren, nine grandchildren, and sixteen great- grandchildren; and WHEREAS, Ms. Martin is a long-time member of Stone Memorial Christian Church; NOW, THEREFORE, I Kathy Lawson, Mayor, and members of Martinsville City Council hereby proclaim our sincere congratualtions to Delia Bowman Martin on her 100th birthday and extend our well-wishes for continued health and happiness. We thank you for being a member of this community and for everything you have done to make it a better place for all. _____________________ Kathy Lawson, Mayor  City Council Agenda Summary Date: March 23, 2021 Item No: 3. Department: City Council Issue: Read and present a proclamation recognizing the week of April 4 – 10, 2021 as National Library Week. Summary: In the mid-1950s, research showed that Americans were spending less on books and more on radios, televisions and musical instruments. Concerned that Americans were reading less, the ALA and the American Book Publishers formed a nonprofit citizens organization called the National Book Committee in 1954. The committee's goals were ambitious. They ranged from "encouraging people to read in their increasing leisure time" to "improving incomes and health" and "developing strong and happy family life." In 1957, the committee developed a plan for National Library Week based on the idea that once people were motivated to read, they would support and use libraries. With the cooperation of ALA and with help from the Advertising Council, the first National Library Week was observed in 1958 with the theme "Wake Up and Read!" National Library Week was observed again in 1959, and the ALA Council voted to continue the annual celebration. When the National Book Committee disbanded in 1974, ALA assumed full sponsorship. National Library Week is generally observed the second week of April and this year will be observed April 4-10, with the theme, "Welcome to Your Library.” Attachments: Proclamation Recommendations: No action by Council needed - the Mayor will read the Proclamation.  PROCLAMATION NATIONAL LIBRARY WEEK APRIL 4 – 10, 2021 WHEREAS, libraries are not just about what they have for people, but what they do for and with people; and WHEREAS, libraries have long served as trusted and treasured institutions, and library workers and librarians fuel efforts to better their communities, campuses and schools; and WHEREAS, librarians are leaders in their institutions and organizations, in their communities, in the nation and in the world; and WHEREAS, librarians continue to lead the way in leveling the playing field for all who seek information and access to technologies; and WHEREAS, libraries and librarians look beyond their traditional roles and provide transformative opportunities for education, employment, entrepreneurship, empowerment and engagement, as well as new services that connect closely with patrons’ needs; and WHEREAS, libraries are pioneers supporting democracy and effecting social change, with a commitment to providing equitable access to information for all library users regardless of race, ethnicity, creed, ability, sexual orientation, gender identity or socio-economic status; and WHEREAS, libraries lead in working with diverse communities, including people of color, immigrants and people with disabilities, offering services and educational resources that transform communities, open minds and promote inclusion and diversity; and WHEREAS, this year’s theme; “Welcome to Your Library,” promotes the idea that libraries extend far beyond the four walls of a building – and that everyone is welcome to use their services.; and WHEREAS, libraries, librarians, library workers and supporters across America are celebrating National Library Week; NOW, THEREFORE, I, Kathy Lawson, Mayor, and members of Martinsville City Council, on this 23rd day of March, 2021 do hereby proclaim and acknowledge the week of April 4 – 10, 2021 as National Library Week. We encourage all residents to take advantage of the wonderful library resources available and thank their librarians and library workers for making information accessible to all. __________________________ Kathy Lawson, Mayor  City Council Agenda Summary Date: March 23, 2021 Item No: 4. Department: City Council Issue: Read and present a proclamation recognizing the week of March 28 – April 3, 2021 as National Boys & Girls Club Week. Summary: Joanie Petty, Executive Director of Boys and Girls Clubs of the Blue Ridge will be attending Council’s meeting to provide a brief update on various programs and activities being handled by the organization and to accept the National Boys & Girls Club proclamation. Attachments: Proclamation Recommendations: No action by Council needed - the Mayor will read the Proclamation.  PROCLAMATION RECOGNIZING THE WEEK OF MARCH 28 – APRIL 3, 2021 AS BOYS & GIRLS CLUB WEEK IN MARTINSVILLE, VIRGINIA . WHEREAS, the young people of Martinsville, Virginia are tomorrow’s leaders; and WHEREAS, many young people need professional youth services to help them achieve their full potential; and WHEREAS, there are 3 Boys & Girls Club organizations in Martinsville, Virginia – including Clearview Early Learning Center, Albert Harris Elementary School, Patrick Henry Elementary School, and the Teen Center – that serve more than 360 young people annually; and WHEREAS, Boys & Girls Clubs instill young people with the self-confidence to believe they can succeed at anything they put their mind to, and stand at the forefront of efforts in the areas of academic success, healthy lifestyles, good character and citizenship; and WHEREAS, Boys & Girls Club organizations in Virginia help ensure young people have a safe, supportive place to spend time and will provide them with quality youth development programs; and WHEREAS, the Boys & Girls Clubs of the Blue Ridge will celebrate National Boys & Girls Club Week with some 4,000 Clubs and over 2 million more children and teens nationwide; NOW, THEREFORE, I, Kathy Lawson, Mayor of the City of Martinsville, Virginia, do hereby proclaim March 28 – April 3, 2021, as Boys & Girls Club Week in Martinsville, Virginia. Furthermore, I encourage all citizens to join me in recognizing and commending Boys & Girls Clubs in Virginia for providing the young people of our communities with comprehensive and effective youth development services. __________________________ Kathy Lawson, Mayor  City Council Agenda Summary Date: March 23, 2021 Item No: 5. Department: City Council Issue: Consider adoption of a resolution designating the City of Martinsville as a BEE CITY USA affiliate. Summary: The Martinsville Garden Club and Garden Study Club recently contacted City staff with a proposal that the City consider becoming a BEE CITY. City staff met with representatives of both groups to hear information regarding the request and in summary, the City is being asked to adopt a resolution designating Martinsville as a BEE CITY USA affiliate. The Garden Club and/or Garden Study Club will take the lead with handling the application and any related projects. The City may be requested to alter mowing schedules at certain locations, refrain from use of pesticides, or to provide spaces for native plantings intended to create and enhance pollinator habitat. A representative from the Garden Club will be in attendance and provide additional information regarding their request. Attachments: Presentation materials; resolution Recommendations: Adopt resolution (motion, second, voice vote)  Council Members City Manager Kathy Lawson, Mayor Leon E. Towarnicki Jennifer Bowles, Vice-Mayor City Attorney Chad Martin Eric H. Monday Tammy Pearson Clerk of Council Danny Turner Karen Roberts RESOLUTION DESIGNATING THE CITY OF MARTINSVILLE AS A BEE CITY USA® AFFILIATE WHEREAS, the mission of BEE CITY USA is to galvanize communities to sustain pollinators, responsible for the reproduction of almost 90% of the world's flowering plant species, by providing them with healthy habitat, rich in a variety of native plants and free to nearly free of pesticides; and WHEREAS, thanks to the more than 3,600 species of native bees in the United States, along with introduced honey bees, we have very diverse dietary choices rich in fruits, nuts, and vegetables; and WHEREAS, bees and other pollinators have experienced population declines due to a combination of habitat loss, poor nutrition, pesticides (including insecticides, fungicides, and herbicides), parasites, diseases, and climate change; and WHEREAS, pollinator-friendly communities can benefit local and regional economies through healthier ecosystems, increased vegetable and fruit crop yields, and increased demand for pollinator- friendly plant materials from local growers; and WHEREAS, ideal pollinator-friendly habitat (A) Is comprised of mostly native wildflowers, grasses, vines, shrubs, and trees blooming in succession throughout the growing season to provide diverse and abundant nectar and pollen, since many wild pollinators prefer or depend on the native plants with which they co-adapted; (B) is free to nearly free of pesticides, as many pesticides can harm pollinators and/or their habitat; (C) comprises undisturbed spaces (leaf and brush piles, unmown fields or field margins, fallen trees and other dead wood) for nesting and overwintering; and (D) provides connectivity between habitat areas to support pollinator movement and resilience; and WHEREAS, Integrated Pest Management (IPM) is a long-term approach to maintaining healthy landscapes and facilities that minimizes risks to people and the environment by: identifying and removing the causes of pest problems rather than only attacking the symptoms (the pests); employing pests' natural enemies along with cultural, mechanical, and physical controls when prevention is not enough; and using pesticides only when no other method is feasible or effective; and 55 West Church Street, P. O. Box 1112, Martinsville, VA 24114-1112 276-403-5180 Fax: 276-403-5280 www.martinsville-va.gov  WHEREAS, supporting pollinators fosters broad-based community engagement in environmental awareness and sustainability; NOW, THEREFORE, in order to enhance understanding among local government staff and the public about the vital role that pollinators play and what each of us can do to sustain them, the City of Martinsville chooses to support and encourage healthy pollinator habitat creation and enhancement, resolving as follows: 1. The City of Martinsville is hereby designated as the BEE CITY USA sponsor. 2. The Director of the Public Works Department is designated as the BEE CITY USA Liaison. 3. Facilitation of Martinsville’s BEE CITY USA program is assigned to the Martinsville Garden Club and/or Garden Study Club. 4. The Martinsville Garden Club and/or Garden Study Club in conjunction with the Martinsville Public Works Department is authorized to and shall: a. Celebration: Host at least one educational event or pollinator habitat planting or restoration each year to showcase Martinsville’s commitment to raising awareness of pollinator conservation and expanding pollinator health and habitat. b. Publicity & Information: Install and maintain at least one authorized BEE CITY USA street sign in a prominent location, and create and maintain a webpage on the City’s website which includes, at minimum a copy of this resolution and links to the national BEE CITY USA website; contact information for your BEE CITY USA Liaison and Committee; reports of the pollinator-friendly activities the community has accomplished the previous year(s); and your recommended native plant species list and integrated pest management plan (explained below). c. Habitat: Develop and implement a program to create or expand pollinator-friendly habitat on public and private land, which includes, but is not limited to, Identifying and inventorying Martinsville’s real property that can be enhanced with pollinator- friendly plantings; creating a recommended locally native plant list to include wildflowers, grasses, vines, shrubs, and trees and a list of local suppliers for those species; and, tracking (by square footage and/or acreage) annual area of pollinator habitat created or enhanced. d. Pollinator-Friendly Pest Management: Create and adopt an integrated pest management (IPM) plan designed to prevent pest problems, reduce pesticide use, and expand the use of non- chemical pest management methods. 2  e. Policy & Plans: Establish, through the City, a policy to acknowledge and commit to the BEE CITY USA designation and review the policy and other relevant documents to consider improvements to pest management policies and practices as they relate to pollinator conservation, identify appropriate locations for pollinator-friendly plantings, and consider other appropriate measures. f. Renewal: After completing the first calendar year as a BEE CITY USA affiliate, each February, apply for renewal of Martinsville’s BEE CITY USA designation following the format provided by BEE CITY USA, including a report of the previous year’s BEE CITY USA activities, and paying the renewal fee based on Martinsville’s population. ADOPTED by the City Council of the City of Martinsville, Virginia, this 23rd day of March, 2021 ____________________________________ _____________________________________ Kathy Lawson, Mayor Attest: Clerk of Council VOTE Kathy Lawson, Mayor ______ Jennifer Bowles, Vice-Mayor ______ Chad Martin ______ Tammy Pearson ______ Danny Turner ______ 3 The world is seeing a disturbing decline in insect pollinators and insect biomass. Pollinators and insects hold the planet together, impacting our ability to grow crops for food. Pollinators help us with our food but they also serve as a source of food for many other species. The food web is exponentially disrupted without insects. We humans are part of the food web and are impacted when insects struggle. It’s in OUR best interest to help. There has been a great response, nationwide, to the Bee City movement. Here is their logo and the sign you put up if your city becomes a bee city. As of October, 2019 there are 98 Bee Cities and counting. There is also a Bee Campus movement. In Virginia, the first Bee Campus was Randolph College in Lynchburg and now James Madison University has the designation. What you won’t believe, though, is how amazing the Bee City movement is for our garden clubs. Honestly, it’s like a dream come true. It is EXTEMELY beneficial to become a Bee City. Our Blue Ridge Conservation approached Lynchburg city officials and they jumped at the chance to participate! With our assistance, Lynchburg applied this past summer and we became the 89th Bee City in the United States. We were the second in Virginia. Scottsville was the first and now Vienna has become the third. But wait, there are 19 in North Carolina! We need to catch up and pass them. We have GCV clubs in 33 cities in Virginia, so that should be easy to do! There are incentives for cities to form these kinds of partnerships with non-profits like us, one being that they qualify for more grants and funding if they participate in conservation/ecological programs. We were thrilled with their willingness and enthusiasm to work with us. I keep asking them if they have found and downsides and their answer is always a resounding “NO!” Here’s how it works: In order to become a bee city, your city will need to fill out an online application and send in an application fee, which is based on your local population. Lynchburg’s fee was $400, which our Blue Ridge Conservation paid to get the ball rolling. Next, after the Xerces Society approves the application, your local city council has to formally adopt a resolution committing to planting native plants, reducing the use of chemicals and providing outreach about these issues. The commitments of a bee city are: 1. They must form a working committee to handle the duties of being a Bee City. Many of us from Blue Ridge Conservation are on the Bee City working committee, in fact, two of us chair the committee. Many other organizations that share our mission are also represented: The Lynchburg Area Food Council, Randolph College, the Piedmont Beekeepers Association, Lynchburg Water Resources, Lynchburg Buildings and Grounds, Lynchburg Parks & Recreation, etc. What’s so great is that we are meeting all of the players and everyone is motivated and excited! It’s a great team we are building. 2. The City must agree to put up a sign showing that it has become a Bee City. In Lynchburg, the Public Works department is making the sign, so they are covering the cost of that (otherwise they are about $75 each). I think we will have several in Lynchburg and they will be placed on the highways near our gateways to the city. 3. Your city must have some kind of outreach to educate the public about the issues facing pollinators and how to help, such as an event. Here’s the beauty for our garden clubs: Historic Garden Week qualifies as a Bee City event, so you can tell your city when they apply that you will cover the part about having an annual event. 4. Your city must agree to provide a non GMO native plants list and where to buy them locally and also to integrate native plants into future city plantings. They must also pledge to reduce their use of pesticides/herbicides/fungicides. In Lynchburg, the Parks and Recreation Department is going to create a Bee City website where citizens can find the native plants list and suppliers for our area. 5. The city must file an annual report with Xerces about how they are fulfilling their Bee City commitments and pay the annual renewal fee, which is the same as the application fee. As I mentioned, we paid the application fee but the city is going to take over the renewal fee. What are some of the benefits of becoming a bee city? It brings all of the interested parties together so everyone can work as a team to make a difference. It connects your city to a national movement. Your city officials will have the support of the Xerces Society and their latest research, they are just a phone call or Bee Lawns are a special grass seed mix to assist pollinators. We also plan to encourage our members to plant bee lawns. Back to Blue Ridge Conservation: In addition to successfully helping Lynchburg become a Bee City, because of this new relationship, we were able to influence our city highway department to plant three acres of pollinator friendly flower beds on our local roads this past summer. Our clubs split the cost of the beds and here is a photo. Our city has since committed to trying native perennial pollinator beds next year, which they hope will last for many years, thus reducing maintenance, watering and mowing over the long term. We have arranged for a local landscape architect to offer pro bono advice on what to plant and the city will provide the labor and seek funding for the plant material. We are so happy that they are committed to the direction we started and will continue with it next year and into the future. We partnered with the Piedmont Beekeepers Association to bottle local honey and all proceeds will be used for our pollinator projects. This is our honey label. And, we are working with our city schools to possibly plant pollinator friendly native trees around one of our high schools that has an active beekeeping club with over 20 hives. We are talking about approaching local nurseries and places like Lowes and Home Depot to donate left over trees at the end of the season to be used on city grounds and for give-away to local citizens. We are talking about planting a public pollinator demonstration garden. We have asked a local golf course to consider trying “Operation Pollinator,” a new program for US golf courses. The list goes on and on, and honestly, we can’t contain the enthusiasm. We can barely keep up. We were able to influence our City’s plant list for their new gateway garden that they are putting in this fall, which is a project of the Lynchburg Garden Club. We told them about Piet Oudolf and his international naturalistic New Perennial movement. Here he is standing in his Lurie Garden at Millenium Park in Chicago. Our city is “all in” and ready to give this new model a try. This style of planting is going to be different from what people are used to seeing and will require some education, and I’m sure there will be challenges. The premise is to leave gardens in place over the winter, as the leftover leaves, seeds and twigs provide food and habitat to insects to help them survive the winter. Finding beauty in the decay in the winter garden is a learning curve, but it’s just a more natural approach to gardening and it’s always followed by regrowth in the spring. You may not know this, but our current Secretary of Transportation is Shannon Valentine. She is from Lynchburg and she is committed to the conservation programs at VDOT. She recently restructured things so that all conservation related programs are under one umbrella at VDOT, making it more user friendly for highway departments across the state to utilize the programs. This is a good time to work with VDOT on conservation issues. We should not miss our chance. We are encouraging our members to purchase the Protect Pollinators license plate or the Wildflowers License Plate as monies from the sale of these plates help fund VDOT highway pollinator beds along our state roads. We can promote the use of native plants and trees, address climate change, help pollinators, reduce the use of chemicals, and raise awareness to the many conservation issues that are so important. This format gives us another way to work together, as well, to have a statewide impact. We could communicate as bee cities about what each city is doing, what works, what doesn’t, how to find resources, etc. We could facilitate getting VDOT regional offices on the same page all across our state. It doesn’t take much work or money to get the ball rolling and the impact is tremendous. Let’s be strategic about our outreach. Take the time to read the new GCV Pollinator Resolution, which you can find as a link on the Conservation page of the GCV website. Good luck, future Bee Cities!  Bee City Proposal for Martinsville by Martinsville Garden Club and Garden Study Club Importance of Pollinators 75% crops 1/3 food $577 billion worldwide 90% flowering plants Wildlife, water quantity and quality, and human health Loss of Pollinators 23% loss in US between 2008 and 2013 60% loss in honeybees over the last 50 years Bee City USA Xerces Society founded 2012 Other affiliates Mission Statement Galvanize communities to sustain pollinators by increasing the abundance of native plants, providing nest sites, and reducing the use of pesticides. How Form committee Use an existing committee or subcommittee or create a new committee within the government or a non-profit organization - committee is advisory only and reports to City Council Designate a facilitating group connection between government and Bee City Committee Complete online application - pledge to have program in place in 1-2 years Adopt resolution - template provided Receive approval of city’s highest elected official Pay application fee - scaled to population Commitments Create and enhance pollinator habitat on public and private land. Integrate a Pest Management Plan Create a native plant list Create a native plant supplier list Make city policies and plans pollinator conscious - integrate native plants in plan Host pollinator awareness events Publicly acknowledge Bee City USA affiliation with signs and online presence Annually apply for renewal and report on last year’s activities Pay initial application and renewal fees Benefits Bring community efforts together Connects City to a National Effort Access to resources - templates/webinars, fact sheets, social media posts, logos Accountability through Committee and Annal Reports Supports lates research and best practices  City Council Agenda Summary Meeting Date: March 23, 2021 Item No: 6. Department: Finance Issue: Consider approval of the Consent Agenda Summary: Item #1: The attachment amends the FY21 budget with the following appropriations: FY21 General Fund: $ 624,842 Item #2: City Schools have requested $681,740 be allocated for the following capital projects: Ventilation upgrades districtwide: $497,374 Chiller replacement – AH: $184,366 These projects are included in their ESSER II funding application. Upon completion, reimbursement will be requested, and funds will be returned to the Capital Reserve Fund. Attachments: Consent Agenda 3-23-21 Recommendations: Approve  BUDGET ADDITIONS FOR 03/23/21 ORG OBJECT DESCRIPTION DEBIT CREDIT BUDGET ADDITIONS FY2021 General Fund: 01102926 405555 Brownfields Grant - EPA 11,035 01812247 503136 Brownfields - Hazardous - Consultant 2,989 01812249 503136 Brownfields - Petroleum - Consultant 8,046 Requisition #14 01102926 436146 Categorical Federal - DCJS/CEFS - Comm Atty 9,330 01221082 506104 Comm Atty - Non-Capital Equipment 9,330 Federal CESF reimbursement 01102926 436145 Categorical Federal - DCJS/CEFS - Sheriff 40,123 01217078 506146 Sheriff-Courts - CARES Act Funds 40,123 Federal CESF reimbursement 01102926 436144 Categorical Federal - DCJS/CEFS - Police 50,000 01311085 506104 Police Dept - Non-Capital Equipment 50,000 Federal CESF reimbursement 01102925 436103 Noncategorical Federal - Byrne/JAG Grant 19,358 01311085 506082 Police Dept - Byrne/JAG Grant Program 19,358 Grant reimbursement 01101917 442810 Categorical Other State - Highway Projects 494,996 01420152 508220 VDOT Reserve - Physical Plant Expansion 494,996 Reimbursement Total General Fund: 624,842 624,842