City Council

May 6, 2023 Council Retreat The Martinsville City Council Retreat was held May 6, 2023 in the Walker Hall at the Virginia Museum of Natural History beginning at 8:00pm with Mayor LC Jones presiding. Other Council Members present included Vice Mayor Rawls, Council Member Pearson, Council Member Lawson, Council Member Mitchell, and Clerk of Council Karen Roberts along with facilitators Kimball Payne and Margaret Schmitt from the Berkley Group. Mayor Jones called the meeting to order at 8:00am. Facilitator Kimball Payne went over suggested goals and ground rules for the retreat. May 6, 2023 Council Retreat May 6, 2023 Council Retreat May 6, 2023 Council Retreat May 6, 2023 Council Retreat Attendees discussed common themes related to the City mission and vision statements. Council Member Mitchell asked that Legislative issues be included in the themes. Payne explained that the mission statement is what we do day-to-day while the vision statement is an aspirational statement of where they want to get to in the future. Both statements should be an “elevator speech” and easy to remember and recite. Payne said Martinsville’s vision statement is lengthy and should not include Henry County. Council Member Pearson said it should reflect the future of Martinsville and not the past. Mayor Jones requested that Henry County be removed with focus on Martinsville City. Mitchell disagreed with the third sentence because he doesn’t feel that Martinsville is “vibrant”. Vice Mayor Rawls said Martinsville is a great City in southern Virginia to live and suggested Council hire a marketing firm to assist with branding. Pearson likes the “live work and play” part. Rawls asked that the word “family” be added. Schmitt said a marketing firm can help but the vision statement belongs to the City. Council Member Lawson said “location” and “affordability” are important terms. Mitchell asked if “growth” could be added. Rawls said if the City grows too much, the City would lose the small town feel and virtues. Lawrence said the vision statement it’s too general. Lawson said the statement is too long. Rawls suggesting adding “the opportunity to provide people lives and careers”. Lawson said “resolve problems and deliver services” should be considered. Pearson agrees with Rawls that Council’s job is to create opportunities, collaboration and partnerships. Kimball Payne asked what are Council’s values and operating principals? Council suggested that they are open to new ideas, creativity, collaboration/partnerships, visibility, and being approachable. Other suggested terms included “responsiveness, proactive, open and honest 2-way communication, diversity and equity, accountability, problem solving mentality, transparency, fiscal responsibility, financial responsibility, continuous improvement, and legitimacy. May 6, 2023 Council Retreat Payne explained that he had only received input from two of Council Members. Attendees discussed what they felt they were doing well with including involvement and visibility in the community, setting the City’s direction, holding more concise meetings, taking action and communicating with the community, and building relationships with County and state. Council felt they were not doing well sharing information from small meetings, accountability, communication with outside partners and citizens, marketing the City, or sharing information and concerns from citizens with all Council Members. Lawson disagreed and felt that communication with outside partners and citizens and Council is handled well. Payne asked if Council Members knew the appropriate procedure for a Council meeting and what could be done to make those meetings more efficient and effective. Attendees discussed that they should stop managing the housing authority, breaking confidentiality rules and stop holding unannounced meetings. Council should work to improve communication between all Council Members, become more active in economic development and downtown revitalization, and align to one vision. Council should work on relationships and communication and identify preferred communication methods for each individual as well as commit to communications in advance of meetings. May 6, 2023 Council Retreat Council stated that the current City Manager is not a personnel manager and some felt that he was not a strong City Manager. Lawson was the only Council Member who felt that an Assistant City Manager would be needed. Vice Mayor Rawls and Payne debated communication with The Berkley Group and about the status of hiring a replacement City Manager. Payne said there has been no request for a work order to recruit, only a proposal for today’s retreat. Council discussed why MiNET is being kept small to prevent debt while City and County businesses are without service for up to 2-years and not getting callbacks. Rawls stated that he did not feel that MiNET needed office staff and felt operation with a good dashboard and field people would be sufficient. Payne explained that most residents would not go to the internet, most would prefer to call and by not having office staff, that would affect customer service for the department. Council will look at developing a plan for MiNET in the near future. City staff and customer service need work. Mayor Jones feels that staff are not shown enough appreciation and that a yearly lunch isn’t good enough. This lack of appreciation will affect the City from a hiring standpoint, it’s not just about the salary, but also the culture. Council discussed that staff should be held accountable for customer service. Rawls would like to discuss Human Resources Consulting with Schmitt. Lawson said she had voiced numerous concerns about a Utility Billing employee but the employee still has her job. Payne explained that every Board and Commission should have a charter, purpose and specific intent and that Council should provide boards and commissions a better direction with 2-way communication. Payne asked if boards and commissions leaders understand that meetings must be advertised and minutes must be kept. Per Lawson, the Power Advisory Committee was temporary and no longer active. Pearson would like to know how Council May 6, 2023 Council Retreat appointed members to each board, how Council is working directly with the boards and how that is benefiting the City. Council discussed the possibility of terminating the Tree Board. Payne stated that the City Staff should hold the public sector and businesses accountable, not the citizens. Anyone who has served on a board and been terminated should be encouraged to serve on another board. Payed asked what Council expects from the Citizen Advisory Board and said that it appears that some of those responsibilities should be Council’s. Good relations with City and County agencies is vital. Council feels they should be working more closely with the Harvest Foundation, the Chamber and Uptown Martinsville. Mayor Jones stated that he is working more closely with the nonprofit sector, human services and with several religious groups and churches. Jones feels that the same citizens should not be serving on multiple boards. Council Member Mitchell would like to see cultural diversity added because of the growing Latino community. Mayor Jones mentioned healthcare and services provided to residents to make Martinsville a healthier community. Council Members discussed the correctional system and how Council has no control over the court or the Commonwealth Attorney decisions. Rawls May 6, 2023 Council Retreat would like to see a jail consolidation; Patrick County and Henry County both built new jails but Henry County is not interested in a regional option or housing Martinsville inmates. Lawrence expressed concern that the City jail is one lawsuit away from having to build a new jail. Council discussed housing in the area, both rental and owned and what can be done to accommodate appropriate growth in the City with mixed income and diverse options. Concerns were expressed over the price of housing units; housing is a private capitalistic economic decision. Rawls offered to take lead on the housing evaluation project and mentioned a work session with local realtor organizations. Council discussed the educational program along with Council relationships with the School Board, the budget, and the process to appoint school board members. It was suggested that Council meet with the School Board by August 1; Mayor Jones said he would make that happen. Council Member Pearson said she would like to know what the City Manager and the School Superintendent meet about on a regular basis. Rawls said there is a need for trades programs in the schools and a potential collaboration with the County. Kimball thinks Council should be open to school consolidation and explore joint opportunities with the County schools; Jones said he would initiate that conversation. Council Member Lawson would like information about workforce development activities and responsibilities; a briefing within the next 60 days was suggested with Mayor Jones taking the lead. Some Council Members would like to see the School Board members be elected, and not appointed by Council. Concern was shared that NCI has no contracts with any schools of higher learning so Council Members would like to have a briefing from NCI leaders within 6 months, maybe around early November. Rawls said he would contact NCI staff and also encourage them to host a community outreach along with Henry County. Rawls plans to set a prioritization process in place related to blight; some properties will be listed on housing analysis and to ask new attorneys what authority we have that is not being used within next 60 days. Council expressed concern over the Uptown development plan from Frazier, some stating that they don’t like the “cookie cutter” plan and that it is clear that citizens were not heard or in alignment with what the plan was. Rawls said Uptown Martinsville needs a parking structure which would cost approximately $20,000 per space to build. There is no support for making Uptown a 2-way street. Council would like a master Uptown plan within 18 months related to parking concerns utilizing signs and police enforcement. They would like to see a solution to the parking concern within 60-90 days and signage installed within 30 days; Rawls said he would email the City Manager to get that started. Council discussed staffing and budget concerns, and the Martinsville Uptown Vision 2015 document. Per Rawls, the City should be making money otherwise it should contract utilities out. Henry County has approached Council Members about selling utilities to the City. There will be a need for financial management policies and a budget calendar for the fall. Lawson wants accountability; if you present an issue to someone you should get a response back. Staff accountability would be communication with City Manager, not the staff below him. Rawls said departments are expected to do their job especially related to inspections and code violations. May 6, 2023 Council Retreat Council would like to see customer service training for staff. An asset management plan is needed for Council to know how it affects the budget; the current budget doesn’t explain why items are being postponed or deferred. Council discussed the Organizational Chart; Payne stated the span of control of 5-8 is normal, Martinsville City Manager is 13-to-1 which is why he recommends an Assistant City Manager. Council discussed combining the Telecommunications and the IT Department but there are also good reasons for Telecom to be a stand-alone department since its income producing. Payne explained that the top argument to hire an Assistant City Manager is to split up the span of control, it’s simply too much on the City Manager. Council discussed a Department of Public Safety instead of separate Police Chief and Fire Chief. Rawls questioned the workman’s comp increase related to EMS transport. Pearson questioned the Community Development Manager position and what would be the relationship with outside agencies and responsibilities with economic development. Pearson asked what Hannah Powell’s position was and if there was a planning professional; Pearson said the department has missed out by not having a planner. Rawls asked what the purpose was behind so many Administrative Associates. The City’s supplement for elected official including stipend was discussed and Council asked who would be responsible for paying the Law Clerk, Judges secretary and other court staff. There are equity issues between the Treasurer’s office and the Finance office. Rawls asked about an organizational assessment, stating that the Treasurer’s office doesn’t generate revenue, they collect it. When a department head position comes available, the position’s responsibility should be reviewed and the option to modify the job description considered. Council should hold the City Manager accountable for ensuring that the department head chosen for the vacancy is qualified. Payne confirmed that Council Members can require a vacant position not be filled by taking a vote in a Council meeting but that needs to be an informed decision. Rawls questioned whether the City needs both an Engineer and Public Works Manager position or can those positions be combined or even contracted out. Council decided that their shared philosophy on funding outside agencies should only be if they can provide a better service or save the City money in the future. Rawls stated that the City needs to increase tax revenues and grow the City to the point that it’s sustainable with enough people and profits to support businesses. Focus should be on the quality of life, service culture and shopping. Pearson said the last thing Uptown Martinsville needs is another salon or fitness center; it needs diversity with offices and retail space and an increase in employment opportunities. Rawls said employment is tricky with a new business; who’s going to do the work; there should be a focus on diversity. Rawls pointed out that local factory PressGlass cannot find enough qualified workers to fill their 500 positions; jobs are not a primary consideration. Baby boomers have tons of money and no need for a job. Rawls would like to see a growth in tax revenues and said the second generation that grew up in the “system” will continue to live off the system; economic development won’t help them. Martinsville has more non-profits per capita then almost anywhere else in the US. Council discussed the need for an Economic Development May 6, 2023 Council Retreat Authority with a diverse set of professionals appointed by Council but independent to take responsibility for planning, negotiating, incentives, properties, etc. The EDA can get into housing where an IDA cannot. City Council does not control the Chamber or the EDC, they are more about marketing and coordinating; implementation would come from EDA. Mitchell asked how the EDC would work around local landowners who say no to new business or franchise. The local EDC should be marketing more actively for the City otherwise we need to restructure our agreement and what we pay them. Pearson would like to see an EDA be a priority. The EDA must be staffed by a City employee and the City must fund it to get it going. Council would like a report by December 1 and recommended that McGuire Woods be contacted with the Economic Development Strategy and the City Manager position filled by the end of 2024. Council would like to approach regional opportunities cooperatively, not separately. It appears that everything is a competition and that the City and County are not working together. There should be discussion about trade opportunities between the schools and with the school board. There should be cooperative ventures between the City and County jail. Council should invite the County to dinner to introduce the new City Manager and make that event open to the public. Council should invite the County to notable things like the local brewery’s grand opening, the OctoberFest and other significant events ongoing within the City. There should be a Community engagement plan to include the Latin community. Council discussed the Cinco de Mayo event which was cancelled due to lack of interest. Rawls wants to see more public events Uptown and said an events policy is needed by early January 2025. Pearson would like to see the Citizen Advisory Board involved in this plan. Payne emphasized that the new Citizen Advisory Board should be following guidelines for boards, meeting minutes and announcements. There being no further business, Council Member Lawson made a motion to adjourn. The meeting adjourned at 5:45pm. ______________________________________ ______________________________________ Karen Roberts, Clerk of Council LC Jones, Mayor