City Council

AGENDA--CITY COUNCIL CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 6:30pm CLOSED Session 7:00pm Regular Session Tuesday January 9, 2024 6:30 pm – CLOSED SESSION 1. Items to be considered in Closed Session: A. In accordance with the Code of Virginia 2.2-3711.A.1: Discussion, consideration or interviews of prospective candidates for employment, assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body, concerning reappointment to the Arts and Cultural Committee, appointment to the Citizen Advisory Board, and reappointment to the Pittsylvania County Community Action Agency Board. 7:00 pm - Regular Session Pledge to the American Flag and Invocation by Council Member Tammy Pearson. 1. Recognize City Employees who are eligible for Service Awards for the period October 1 – December 31, 2023. (5 mins) 2. Recognize City Employees who retired in 2023. (5 mins) 3. Conduct a public hearing on proposed changes to the City Charter and consider approval. (10 mins) 4. Hear a quarterly update from the Human Resources Department and the results of the United Way campaign. (10 mins) 5. Hear a quarterly update from Kendall Davis, Public Information Officer. (10 mins) 6. Hear a quarterly update from the Sheriff’s Department. (10 mins) 7. Request for Electric Rate increase. (10 mins) 8. Hear an update from Rudy’s Girl Media to summarize their work on the City’s Community Engagement campaign. (10 mins) 9. Hear a presentation on the Baby Bonds Program. (10 mins) 10. Consider information related to the City proposed 2024 Legislative Agenda. (10 mins) 11. Consider approval of the Consent Agenda. (5 mins) 12 Business from the Floor – The public comment portion of the Council meeting provides citizens the opportunity to discuss matters relevant to the operation of the City, which are not listed on the printed agenda. Citizens who wish to participate in a meeting’s public comment period may do so by emailing their comments to Karen Roberts, Clerk of Council, at kroberts@ci.martinsville.va.us, calling in their 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 12:00noon Monday, January 8, 2024. Citizens may also request to speak at the Council meeting in the same manner. Comments, or a request to speak, must be received by noon the day before a Council meeting for consideration by Council at the meeting. Any person submitting comments or requesting to speak must identify themselves by name and address, including zip code, limit their remarks to 3 minutes or less (as read aloud), address a topic of City business, and refrain from making any personal references or accusations of a factually false and/or malicious nature. Priority for comments is given to City residents, taxpayers, and business owners. Speakers may not yield time. Groups of speakers on the same topic must designate a single representative. Comments violating these rules may not be presented at the Council meeting. Any speaker violating these rules may be removed from the podium or from the Council chamber. This policy does not apply to public hearings, at which any citizen of Martinsville may appear and speak on the subject of the public hearing. 13 Comments by members of City Council. (5 mins) 14 Comments by City Manager. (5 mins)  City Council Agenda Summary Meeting Date: January 9, 2024 Item No: 1. Department: Human Resources Issue: Recognize City Employees who are eligible for Service Awards for the period October 1 – December 31, 2023. Summary: The Service Award Program is designed to build individual morale and show appreciation to the long-service employees for their faithful service to the City of Martinsville. SERVICE AWARD RECIPIENTS FOURTH QUARTER - FISCAL YEAR 23-24 FOR THE PERIOD OF OCTOBER 1 – DECEMBER 31, 2023 First Name Last Name Location YOS AMANDA LIVENGOOD SENIOR CENTER 5 CODY GILLEY ENGINEERING 5 ROBERT LYLES SHERIFF DEPT. 5 CHARLES CANNADAY WATER PLANT 5 JARED PRUETT TELECOMMUNICATIONS 10 JOHNNY JENNINGS LANDFILL UTILITY SYSTEMS 20 Attachment: None Recommendation: The Mayor will read the list.  City Council Agenda Summary Date: January 9, 2024 Item No: 2. Department: Issue: Recognize City Employees who retired in 2023. Summary: Attachments: None. Recommendations: Presented for information purposes. No Council action needed.  City Council Agenda Summary Meeting Date: January 9, 2024 Item No: 3. Department: City Council Issue: Conduct a public hearing on proposed changes to the City Charter and consider approval. Summary: Attachments: Revised City Charter Recommendations: Conduct the public hearing, hear and consider any comments made, and if Council concurs, approve the City Charter changes.  City Council Agenda Summary Date: January 9, 2024 Item No: 4. Department: Human Resources Issue: Hear a quarterly update from the Human Resources Department and the results of the United Way Campaign. Summary: Attachments: None. Recommendations: Presented for information purposes. No Council action needed. Human Resources CITY OF MARTINSVILLE Introductions Travis Hodge Sherry Hancock Human Resources Human Resources Director Generalist Mission Our office mission is to deliver Human Resource Management services to employees, management, and citizens, embodying values of quality, integrity, responsibility, and sensitivity. This will be achieved through: oSupporting the mission, goals, and initiatives of the City oBuilding strong, positive relationships with those we serve oDeveloping, implementing, and administering policies and procedures that attract and retain qualified employees oBalancing the needs of employees with the needs of the City and our citizens Key Responsibilities The Human Resources Department serves as the primary point of contact with directors, supervisors, and employees on matters relating to human resources. Our office provides professional leadership and guidance to over 350 employees in the areas of recruitment, compensation, and benefits. Staff support and encourage personal growth and well-being through individual learning opportunities, wellness initiatives, and other HR-sponsored activities and programs. The day to day operations of HR consist of a broad range of responsibilities centered around managing a municipality workforce. Some key tasks include Recruitment and Hiring, Employee Onboarding, Benefits Administration, Policy Implementation and Compliance, and Employee Relations. 2023 Recap Recruitment The Human Resources department predominantly employs the TAM (The Applicant Manager) system to streamline the application process. TAM's main role involves not just posting job listings on our website but also distributing them across various job search engines like Indeed, ZipRecruiter, Jobs.com, Simply Hired, and others. oAdditionally, for more challenging-to-fill positions, we utilize platforms such as VML (Virginia Municipal League) and GovJobs, targeting specialized applicants for specific job roles. o Human Resources also employs the Handshake program, an online recruitment platform catering to higher education students and alumni. Our Handshake network includes connections with institutions like Patrick and Henry Community College, Virginia Tech, Virginia State University, North Carolina A&T, UVA, and various others. oLastly, Human Resources receives candidate referrals from the Virginia Workforce Center, which serves as another avenue for potential applicants to be recommended for employment opportunities within our organization. This Photo by Unknown Author is licensed under CC BY-SA Recruitment Data 2023 New Hires Throughout 2023, the Human Resources department recruited and facilitated the onboarding of 48 individuals as full-time employees and 11 individuals as part-time employees. 2023 Retirements Throughout 2023, the Human Resources department processed 20 retirements within the Virginia Retirement System (VRS). This encompassed the completion of VRS paperwork, submission of the necessary forms to VRS, and the calculation of retirement stipends. VRS introduced a new capability allowing employees to complete the entire retirement process online. One employee took advantage of the new online feature during that period. 2023 Employee Training The training initiatives for employees in 2023 centered significantly on enhancing customer service skills. Departments with direct customer interactions, including Utility Billing, the Commissioner of Revenue, and the Treasurer's office, underwent comprehensive online modules focused on fundamental customer service principles. In November, all staff members were instructed to engage in a specialized training session titled "Culture of Customer Service." The primary objectives of this course were: • Explore the impact of customer service on organizational success • Compare average and exceptional customer service • Review customer service best practices • Examine effective customer service strategies Customer Service Training in November Education Incentive Employees who satisfactorily complete job-related coursework are eligible for education incentive reimbursements, capped at $1250.00 per employee each fiscal year. This initiative aims to enhance employees' expertise and abilities, subsequently boosting their job performance. In 2023, five employees utilized this program to advance their careers within the City of Martinsville. Health and Wellness We provide financial incentives via HSA contributions to encourage employee wellness. Those who undergo a physical exam receive a $220 contribution, while those completing an online health assessment through Anthem receive a $250 contribution. In October, the City partnered with the Martinsville Henry County Coalition for Health and Wellness to organize a convenient drive-thru flu vaccination clinic. Thirty-three employees took advantage of this opportunity to receive vaccinations. Our healthcare plan prioritizes preventive care, covering all vaccinations at 100% to underscore the importance of proactive health measures.  Mental Health and Employee Assistance We maintain our partnership with Sentara EAP (formerly Optima EAP) to deliver our employee assistance program. This program offers confidential counseling for employees and their household members at no cost. Additionally, our employee assistance program provides a range of resources, including: oComprehensive information covering various behavioral health topics oArticles on personal and professional development, crafted by Sentara EAP clinical staff oExtensive access to articles, videos, and a multitude of resources oSelf-assessment tools for evaluating symptoms like depression, anger, substance use, and more United Way Campaign Human Resources functions as the campaign management office for the City of Martinsville's United Way giving campaign. During the 2023 campaign, the City raised a total of $9,458.00 Human Resources offers incentives for contributions to the United Way, such as gift card rewards, vacation day rewards, parking space privileges, and a range of other incentives. Employee Appreciation Luncheon held in March 2023. 2024 Open Enrollment Estimated in March, the initial discussions for Open Enrollment will kick off. Pierce Group Benefits, our current insurance broker, will start disseminating crucial information regarding the performance metrics of our health insurance plan in 2023. Subsequently, our Health Insurance committee will convene to review and discuss these findings, leading to a decision on the best course of action for our insurance coverage. Open Enrollment for employees is anticipated to commence around early May. Planned Employee Training We're presently exploring supervisory and management training tailored for mid and senior-level staff, emphasizing handling challenging employees, retention strategies, conflict resolution, and cultivating a positive workplace culture. The City has also partnered with the Harvest Foundation Initiative, Diverse Perspectives: Empowering Inclusion in MHC. Through this joint effort, the City is actively exploring avenues to expand the integration of Diversity, Equity, and Inclusion (DEI) within our organization, considering training initiatives and workshop modules.  HR periodically contacts VRS to conduct workplace training sessions on VRS VRS Informational benefits. The most recent session, held in September 2022, specifically targeted VRS Hybrid Members (employees hired after January 1, 2014). Sessions In 2024, we intend to invite VRS representatives back to provide updates to eligible employees. The focus will include discussions on the Line of Duty Act (LODA), an Introduction to VRS, Understanding Contributions, and other pertinent information beneficial to employees. Medicare Information Sessions (BOST Benefits) During 2023, Human Resources extended an invitation to BOST benefits to conduct Medicare Informational Sessions for employees eligible for Medicare (including spouses) or anticipated to be eligible within 18 months. The intention is to continue hosting these Informational Sessions in 2024. The sessions cover various topics, including: Fundamentals of Medicare and its functioning Decision-making between staying on a group health plan or transitioning to a Medicare Plan Understanding Enrollment Periods Evaluating current Medicare plans and considering changes during open enrollment Employee Self Service During 2023, Human Resources and Information Services initiated the implementation of Employee Self Service. This web-based platform enables employees to electronically access their paystubs, tax information, personal details, and elected benefits. While modifications cannot be made through this service, employees can verify the accuracy and currency of their information. HR began distribution of this information to employees and aims to achieve full implementation by the start of the fiscal year 24-25 (July 2024).  Recruiting Efforts *In 2024, 33 current employees will be eligible for either reduced or unreduced retirement. In 2024, our recruitment strategies will continue to be designed to attract top talent, support diversity and inclusion, and fulfill staffing needs across various departments. Our strategy will encompass multiple channels and approaches to engage prospective candidates effectively. • Diversity Initiatives: Implement targeted efforts to enhance diversity in our candidate pool, including outreach to diverse networks such as HBCU centers and partnerships with diversity-focused organizations. • Social Media Campaigns: Continue to collaborate with our Public Information Officer to run campaigns on platforms like LinkedIn, Facebook, etc., to promote job openings and company culture. • Networking Events: Participate in job fairs, conferences, and networking sessions to connect with potential candidates. City of Martinsville Human Resources 55 West Church St P.O. Box 1112 Martinsville VA 24114 Office: 276-403-5181 Email: hr@ci.martinsville.va.us  City Council Agenda Summary Date: January 9, 2024 Item No: 5. Department: Public Information Office Issue: Hear a quarterly update from Kendall Davis, Public Information Officer. Summary: Attachments: None. Recommendations: Presented for information purposes. No Council action needed.  City Council Agenda Summary Date: January 9, 2024 Item No: 6. Department: Sheriff Issue: Hear a quarterly update from the Sheriff’s Department. Summary: Attachments: None. Recommendations: Presented for information purposes. No Council action needed.  City Council Agenda Summary Meeting Date: January 9, 2024 Item No: 7. Department: Electric Department Issue: Consider approval of a proposed electric rate increase. Summary: Increase in Market Power pricing in the 24-25 calendar years. Attachments: Recommendations: A rate increase of 5.20656% will reflect a 1.2million cost escalation. Staff requests Council approval for a rate increase.  City Council Agenda Summary Date: January 9, 2024 Item No: 8. Department: Issue: Hear an update from Rudy’s Girl Media to summarize their work on the City’s Community Engagement campaign. Summary: In September 2023, Rudy’s girl Media began a 90-day Community Engagement campaign producing original content for social media and television in an effort to engage residents and build community support. Owner Natalie Hodge will provide a summary of the campaign. This matter will be placed on Council’s agenda again at the January 9 meeting for final action and then forwarded to City’s General Assembly delegation. Attachments: None Recommendations: No Council action. For information only.  City Council Agenda Summary Date: January 9, 2024 Item No: 9. Department: Issue: Hear a presentation on the Baby Bonds program. Summary: Attachments: None. Recommendations: Presented for information purposes. No Council action needed.  City Council Agenda Summary Date: January 9, 2024 Item No: 10. Department: Issue: Consider information related to the City proposed 2024 Legislative Agenda. Summary: The City annually determines its legislative priorities. Attached is 2023 legislative agenda for your consideration for deletions, additions, and prioritizations for 2024. This matter will be placed on Council’s agenda again at the January 9 meeting for final action and then forwarded to City’s General Assembly delegation. Attachments: 2023 Legislative Agenda. Recommendations: Discussion, possible amendment. Adoption would be by voice vote at a future Council meeting.  The City of Martinsville appreciates the efforts its legislators undertake at both the state and federal level on behalf of its citizens. Listed below are the City’s priorities requested of its legislative delegation in 2023. Virginia General Assembly Transportation 1. Fund and upgrade seven miles of US Route 220 between the Martinsville Bypass and North Carolina line with the Southern Connector and/or other significant upgrades to improve safety and accommodate/facilitate imminent industrial growth at Commonwealth Crossing. 2. Continue to place priority on Route 58 improvements, particularly the section between Stuart and Hillsville, Virginia. 3. Increase VDOT funding for road construction and repaving. Education 1. City Council endorses the concept asserted by Sen. Bill Stanley that the Virginia Constitution and United States Supreme Court precedent requires statewide parity in state funding for school construction, maintenance and operations. 2. City Council endorses the agenda proposed by the Martinsville City School System and also endorses the educational priorities adopted by Henry County, on behalf of its school system. 3. Oppose the imposition of unaided education mandates and in the event of revenue cuts by the Commonwealth opposes targeted cuts by the Commonwealth, instead preferring local decision making authority on where to make any such cuts. 4. Request the Commonwealth to fully fund the expenditures imposed upon local school systems by implementing the Standards of Quality. 5. Encourage the Commonwealth to continue or increase the current levels of financial support provided to Patrick & Henry Community College. 6. Request the Commonwealth to provide incentives for consolidation of school systems. 7. Continue to support funding for school resource officers and ensure that decisions regarding usage of resource officers in schools remain as a local choice/option. Economic Development 1. Maintain current levels of funding for economic development incentives, including but not limited to the Governor’s Opportunity Fund. 2. Enhance the authority granted to localities to address and eliminate blighted properties, and the formation of interstate compacts to allow expedited recourse against out-of-state property owners. (City Priority) 3. Increase funding levels for the Virginia Museum of Natural History. 4. Request enhanced state and federal financial assistance for localities which exceed the average state unemployment rate by 150% for a period of five consecutive years. 5. Support continued tourism awareness initiatives in the Martinsville-Henry County region. 6. Expand local authority to designate Enterprise Zones and establish incentives. 1 7. Oppose efforts by Henry County PSA to reopen the Lower Smith River Wastewater Treatment Plant, absent a regional study concluding that such is in the best interests of Martinsville-Henry County taxpayers, customer base, economic needs and state environmental policy. 8. Expand grants and resources available to fiscally stressed localities, and to business development entities in such localities, to aid in the encouragement or development of small and entrepreneurial businesses. (City Priority) 9. Support the Virginia Grocery Investment Fund, as a public-private initiative to improve nutrition and access to quality food, and enhance economic development by encouraging the development of grocery stores in neighborhoods where none exist. 10. Support continued funding of the Virginia Food Access Investment Fund Grants program. Governance 1. Adopt the recommendations of the Virginia Commission on Local Government in its 2018 Annexation Moratorium Study, and urge the General Assembly to enact those recommendations in the 2023 Session. 2. Amend Code of Virginia 51.1-155.2 to allow Constitutional Offices, abolished by reversion of any city to town status, to take early VRS retirement, free of penalty. 3. Urge the General Assembly to conform the state tax code to the 2018 changes in the Federal income tax code. 4. Require full funding for HB 599 funds, in fulfillment of the Commonwealth’s commitment to cities in return for their acquiescence in the annexation moratorium. 5. Require that the Commonwealth fully fund its obligations to the Virginia Retirement System, and refrain from borrowing from VRS funds. 6. Request the elimination of “local aid to the Commonwealth” in the state budget; local aid artificially inflates state revenues by shifting responsibility for cuts in vital services onto localities. 7. Elimination of all unfunded mandates from the Commonwealth to localities.(City Priority) 8. Oppose any elimination or alteration of local revenue streams, and specifically oppose any amendment to the current manner in which the Business Occupation and Licensing Tax and the Machinery and Tools Tax are levied, unless a replacement revenue stream, not subject to biennial appropriation, is guaranteed by the Commonwealth. 9. Preserve intact local authority to regulate zoning, land use, and regulation of the installation of wireless communication equipment. 10. Request at a minimum, level funding for operational requirements of the Henry-Martinsville Department of Social Services. 11. Request that the General Assembly leaves intact the fire programs fund and the rescue squad assistance funds and not use these funds as a way to balance the state budget. 12. Request that the Commonwealth fully fund its obligations to constitutional officers. 13. Oppose any attempt to curtail the doctrine of sovereign immunity for localities. 14. Oppose any attempt to permit collective bargaining for state and local government employees. 15. Oppose any amendment of the existing burden of proof or process in local tax appeals cases. 16. Request authority to refund erroneously paid taxes at an interest rate which differs from that imposed on delinquencies, and to refund taxes erroneously paid through the fault of the taxpayer at no interest. 17. Support VML’s endorsement of a JLARC study of assigning a proportional share of lottery sales revenue to the localities generating such sales. 18. Require the Commonwealth to fund 100% of the per-diem costs of housing state inmates in local jails. 19. Support all state efforts to provide aid and support services to fiscally stressed localities, but oppose any attempts to interfere with localities’ right to solve their own financial problems locally. 2  20. Support the alteration of award criteria in the “REACH Virginia” and all other VHDA programs to a per-capita income-based model. 21. Request that any legislation adopted by the General Assembly concerning the decriminalization of marijuana include local authority to regulate commercial distribution and use. 22. Amend Code of Virginia 15.2-4106 to provide explicit guidance on consolidation of school systems upon municipal reversion. Grant authority to special courts established via 15.2-41 authority to consolidate small school systems based on the criteria enumerated in 22.1-25. 23. Amend Code of Virginia 22.1-25 to grant BOE direct authority to consolidate school systems with small & declining student populations based on the criteria enumerated in the same section. 24. Properly fund the local Public Defender’s office United States Congress 1. Request the addition of the urban center of micropolitan statistical areas to the eligibility list of “Entitlement Cities.” 2. Oppose any effort to impose additional taxation or regulation of electrical power generation by coal or natural gas. 3. Fund and upgrade seven miles of US Route 220 between the Martinsville Bypass and North Carolina line with the Southern Connector and/or other significant upgrades to improve safety and accommodate/facilitate imminent industrial growth at Commonwealth Crossing. . 4. Request $3.75M in funds for the redevelopment of brownfields located within the City. 5. Request $6.25M in funds for the elimination and redevelopment of blighted areas in the City. 6. Request legislation to provide special federal incentives to businesses locating in regions which have experienced job losses in excess of 5% of the total workforce and/or declines in median incomes since the adoption of NAFTA, WTO or GATT. Target such areas for increased federal funding in education or workforce retraining. 7. Extend high speed broadband service throughout southern Virginia. 8. Request enhanced state and federal financial assistance for localities which exceed the average state unemployment rate by 150% for a period of five consecutive years. 9. Oppose the elimination or reduction of the federal Historic Rehabilitation Tax Credit. Staff Designations City Council empowers the following staff members to speak on its behalf and in its best interests to the Virginia General Assembly and United States Congress, its members and committees: City Manager Leon Towarnicki Other department heads as appointed by the City Manager 3  City Council Agenda Summary Meeting Date: January 9, 2024 Item No: 11. Department: Finance Issue: Consider approval of the consent agenda Summary: The attachment amends the FY24 budget with appropriations in the following fund: FY24 General Fund: $ 30,000 – Grant Funds $ 4,776 – State Funds – Fire Programs $ 6,090 – Donations/Sheriff’s Office Attachments: Consent Agenda – 1-9-2024 Recommendations: Approve  BUDGET ADDITIONS FOR 1/9/2024 ORG OBJECT DESCRIPTION DEBIT CREDIT 01103919 443143 Spruce Street Tennis Courts/Pickle Ball Project 25,000 01713211 503191 Park Maintenance - Contractors 25,000 Harvest Foundation Grant 01103919 443144 HOPE Grant "Arts and Culture Community Projects" 5,000 01812242 506017 HOPE Grant "Arts and Culture Community Projects" 5,000 Harvest Foundation Grant - Crosswalk Project 01101917 442701 Categorical State Funds - Fire Programs 4,776 01321102 506011 Fire Department - Fire Programs 4,776 Categorical State Funds - Fire Programs 01100908 480412 Donations/Sheriff - Golf Tournament 6,090 01217078 506138 Motorcycle Equipment/Maintenance 6,090 Proceeds collected Annual Golf Tournament for M/C Total General Fund $ 40,866 $ 40,866