City Council

AGENDA--CITY COUNCIL CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 12:00pm Budget Work Session 5:00pm Work Session 6:00pm Executive Session 7:00pm Regular Session Tuesday May 28, 2024 12:00 pm – BUDGET SESSION 1. Discuss Outside Agency funding. 5:00 pm – WORK SESSION / BRIEFING 1. Discuss Consent Agenda Items A. Arts & Cultural Committee membership requirements B. Special Use Permit Request – 1048 Independence Drive C. Consider setting a public hearing for Council’s June 13, 2024 meeting for the purpose of receiving names of citizens interested in appointments for two 3-year terms ending June 30, 2027 on the Martinsville City School Board. 2. Briefings and Presentations A. Presentation of Martinsville Parks Improvement Study by Site Collaborative B. Presentation of Martinsville Energy Action Plan developed in cooperation with George Mason University 3. Quarterly Department Updates: A. Minet B. Sheriff’s Department 6:00 pm – EXECUTIVE SESSION 1. 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 appointments or reappointments to Boards and Commissions. 2. 2.2-3711.A.3: Discussion or consideration of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, concerning the BB&T project. 7:00 pm - Regular Session 1. Call to Order 2. Pledge to the American Flag by Council Member Kathy Lawson. 3. Invocation – 4. Consent Agenda A. Items Previously Discussed 1. Arts & Cultural Committee Membership requirement updates 2. Special Use Permit Request – 1048 Independence Drive  B. Board Appointments 1. Consider setting a public hearing for Council’s June 13, 2024 meeting for the purpose of receiving names of citizens interested in appointments for two 3-year terms ending June 30, 2027 on the Martinsville City School Board. 2. Consider Board appointments (previously interviewed): 1. Arts & Cultural Committee 2. Architectural Review Board 5. Regular agenda or New business 6. Take any action necessary as a result of the Executive Session 7. Communications from Visitors / Business from the Floor The public comment portion of the Council meeting provides citizens with 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 the City of Martinsville, attn.: Karen Roberts, P.O. Drawer 1112, Martinsville, VA 24114. Comments must be received by 12:00noon May 27, 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 AGENDA--CITY COUNCIL CITY OF MARTINSVILLE, VIRGINIA Council Chambers – Municipal Building 5:00pm Work Session 7:00pm Regular Session DATE 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. 8. Comments by Members of City Council (5 mins) 9. Communications A. City Manager B. City Attorney C. Monthly Financial Update 10. Adjournment  STAFF REPORT MEETINGS: May 28, 2024 TITLE: Arts & Cultural Committee Membership Requirements STAFF RESPONSIBLE Keith Holland, Community Development Director BACKGROUND/HISTORY The Arts & Cultural Committee was established by City Council in 2010, where membership requirements were also established. Since that time, some of the organizations included in the membership criteria have dispersed while new organizations have been created. Recruiting qualified members for the Arts & Cultural Committee has proven difficult with the current membership requirements. The committee should consist of eleven (11) members, however, they currently have only five (5) members. Furthermore, the committee has not had full membership on the committee in quite a few years. Lack of members has stalled the effectiveness of the committee and limited their ability to successfully implement arts and cultural activities in the City of Martinsville. POLICY EXPLANATION Staff feels that updating the membership requirements will result in a larger pool of qualified committee members, allowing the committee to reach full membership and be a more effective positive force in the community. FISCAL IMPACT/FUNDING SOURCE None AVAILABLE BUDGET PURCHASE AMOUNT NA NA 1  STAFF REPORT ACTION REQUESTED/ALTERNATIVES 1. Adopt the attached ACC membership requirements. 2. Table the matter for further review 3. Reject the attached ACC membership requirements. ATTACHMENTS: 1. Updated ACC membership requirements 2. Existing ACC membership requirements 2  Arts & Cultural Committee Updated Membership Requirements (If possible, members shall be selected based on the following requirements) ▪ (1) Representative from Piedmont Arts Association ▪ (1) Representative from Studio 107 ▪ (1) Representative from Virginia Museum of Natural History ▪ (1) Representative from MHC Historical Society ▪ (1) Representative from Ray Hollingsworth’s Dance Studio ▪ (1) Representative from FAHI Museum ▪ (1) Representative from RoosterWalk ▪ (1) Local Artist ▪ (3) City Residents/Business Owners/Local Artists How Current Membership Compares and Vacancies Remaining: 1) Piedmont Arts Association – Vacant 2) Studio 107 – Vacant 3) Virginia Museum of Natural History - Vacant 4) MHC Historical Society - Vacant 5) Ray Hollingsworth Dance Studio – Mandy Gordon 6) FAHI Museum – Vacant 7) RoosterWalk – Vacant 8) Local Artist – Julian Mei 9) City Resident – Jennifer Nease 10)City Resident – Kathleen McEvoy 11)City Resident – Shawn Mitchell  City of Martinsville Arts & Cultural Committee Membership Requirements May 28, 2024 A CITY WITHOUT LIMITS  Purpose • Since its creation in 2010, many of the organizations included in the Arts & Cultural Committee Membership Requirements are no longer active or relevant to the committee or its purpose. • Recruiting members for the ACC has proven difficult with the current requirements. • The ACC has been lacking members for several years now with over half of membership currently vacant. • There are other organizations that can be added to the membership requirements to ensure recruitment of the best talent and most qualified individuals to assist in the arts and cultural efforts of the committee.  Comparison of Requirements UPDATED REQUIREMENTS CURRENT REQUIREMENTS • (1) Representative from Piedmont Arts Association • (1) Representative from Piedmont Arts or Studio 107 • (1) Representative from Studio 107 • (1) Representative from Virginia Museum of Natural • (1) Representative from Virginia Museum of Natural History History • (1) Representative from Southern VA Artisan Center • (1) Representative from MHC Historical Society • (1) Representative from MHC Historical Society • (1) Representative from Ray Hollingsworth’s Dance Studio • (1) Representative from FAHI Museum • (1) Representative from Architectural Review Board • (1) Representative from Rooster Walk • (1) Representative from West Piedmont Planning District Commission • (1) Local Artist • (3) City Residents or Business Owners or Local Artists • (1) City Business Owner • (4) Citizens Questions?  STAFF REPORT MEETINGS: May 28, 2024 TITLE: Special Use Permit Request – 1048 Independence Drive STAFF RESPONSIBLE Keith Holland, Community Development Director BACKGROUND/HISTORY Tony Williams, Applicant and Owner of property at 1048 Independence Drive is requesting a Special Use Permit to allow for a live- work residence. Mr. Williams, a native of Martinsville, is a professional woodworking artist who would like to retire in Martinsville, while still having the ability to woodwork in his spare time. In order to achieve this, Mr. Williams plans to construct a 40’ x 51’ metal building to work and reside in for the foreseeable future. Eventually, Mr. Williams will construct a permanent retirement home on the same property, and will then utilize the metal building as an accessory structure to the home. The property at 1048 Independence Drive (Tax Map ID: 47 (01)00/01A) is approximately 19.18 acres and zoned R-C, City Residential District. Live-work residences are a permitted use by issuance of a Special Use Permit in R-C districts (Section XI.-R-C, City Residential District, D. Uses Permitted by Special Use Permits). The Martinsville Planning Commission held a legally advertised public hearing on Wednesday, April 17, 2024, to make a recommendation to City Council regarding the requested Special Use Permit on property located at 1048 Independence Drive. There was one (1) public comment received during the public hearing asking for clarification of the request. POLICY EXPLANATION The Martinsville Planning Commission voted to recommend APPROVAL of the requested Special Use Permit by a vote of 4-0 (Watkins, Hairston absent), to allow for the issuance of a Special Use Permit for a live-work residence consisting of an art and woodworking shop at property located at 1048 Independence Drive. 1  STAFF REPORT FISCAL IMPACT/FUNDING SOURCE None AVAILABLE BUDGET PURCHASE AMOUNT NA NA ACTION REQUESTED/ALTERNATIVES 1. Approve the requested Special Use Permit. 2. Table the matter for further review 3. Deny the requested Special Use Permit. ATTACHMENTS: 1. Staff Report to Planning Commission 2. Special Use Permit Application 3. Applicant Letter 4. SBSI Design Drawing 5. Vicinity Map 6. Aerial Map 7. GIS Property Card 2 Date: April 7, 2024 To: Martinsville Planning Commission From: Hannah L. Powell, Community Development Specialist RE: Application for Special Use Permit – 1048 Independence Drive SUBJECT: APPLICATION for SPECIAL USE PERMIT - Application of Tony Williams, Applicant and Owner, requesting a Special Use Permit with possible conditions, to allow for a live-work residence consisting of an art and woodworking studio, on property located at 1048 Independence Drive and currently zoned R-C, City Residential District. Live-work residences are permitted uses in R-C zoning districts by issuance of a Special Use Permit by Martinsville City Council. BACKGROUND: Mr. Williams, a native of Martinsville, recently purchased the 19- acre property at 1048 Independence Drive with the intent of building a retirement home in the future. He has spent the last twenty-five years in Pennsylvania pursuing a career in art and wood sculpture, where his current art studio is located. Mr. Williams would like to spend his retirement years in Martinsville, while still having the ability to create art and wood sculptures in his spare time. Mr. Williams plans to initially construct a 40’ x 51’metal building to be used as a residence and art/woodworking studio on the property at 1048 Independence Drive (see SBSI Design Drawing). He intends to both reside and work on the property while still being able to maintain plenty of acreage and open space. The property at 1048 Independence Drive is approximately 19.18 acres and is zoned R-C, City Residential. Live-work residences are a permitted use in R-C zoning districts with the issuance of a Special Use Permit. The property is currently vacant and not being utilized in any way. Department of Community Development, 55 W. Church Street Martinsville VA 24112, 276-403-5156 ZONING ORDINANCE: Section XI.-R-C, City Residential District. D.- Uses Permitted by Special Use Permit. 13.- Live-Work Residence. STAFF RECOMMENDATION: The applicant will be required to submit a site plan for staff review and approval to ensure zoning requirements, such as sufficient parking, are met. Staff respectively recommends that the Planning Commission consider and recommend approval of the Special Use Permit request to allow for a live-work residence, consisting of an art and woodworking studio and residential home, at property located at 1048 Independence Drive. NEXT STEPS: Planning Commission will hold a public hearing to consider the Special Use Permit request and make a recommendation to City Council. The Planning Commission will either recommend approval, denial, or to delay action. Once the Planning Commission makes a recommendation of approval or denial, a public hearing will be held before City Council the following month for their final decision of approval or denial of the request. SUGGESTED MOTIONS: (APPROVE) I make a motion to recommend APPROVAL of the special use permit request, finding that the request as presented on April 17, 2024 will promote the health, safety, and general welfare of the public and assist in the implementation of the City’s adopted Comprehensive Plan for the orderly future development of the City. OR (DENY) I make a motion to recommend DENIAL of the special use permit request, finding that the request as presented on April 17, 2024 will NOT promote the health, safety, and general welfare of the public and assist in the implementation of the City’s adopted Comprehensive Plan for the orderly future development of the City. OR (DELAY ACTION) I make a motion to delay action on this request until the Planning Commission can be provided with more information to effectively make a recommendation. Attachments: Special Use Permit Application Applicant Letter SBSI Design Drawing Vicinity Map/Aerial Map GIS Property Card Department of Community Development, 55 W. Church Street Martinsville VA 24112, 276-403-5156 1048 Independence Drive 1048 Independence Drive  Property Location 1048 LOT INDEPENDENCE DR Map ID 47 (01 )00 /01A Account # 000167500 Vision ID 6075 City of Martinsville Print Date 10-16-2023 11:14:47 CURRENT OWNER RECORD OF OWNERSHIP DEED BOOK SALE DATE Q/U SALE PRICE VC KAK GROUP INC KAK GROUP INC LR14/00269 03-27-2014 Q 40,000 2 INDEPENDENCE MEMORIAL GARDENS LR04/01678 09-10-2004 Q 30,000 2 SCOTT CLIFTON M LR04/01671 09-09-2004 U 0 0 PO BOX 4468 MARTINSVILLE VA 24115 ASSESSMENT EFFECTIVE 7/1/2023 LEGAL DESCRIPTION PREVIOUS ASSESSMENTS EFFECTIVE JULY 1st OF ASSESSMENT YEAR Description Code Appraised Assessed "RECUT OF TRACT 1, L&H ENTERPRISES, NOW Year Code Assessed Year Code Assessed Year Code Assessed Land 100 38400 38,400 2022 100 100 100 0 2021 0 2020 0 BLDG DESCRIPTION 38400 38400 38400 Total 38,400 38,400 Total 38400 Total 38400 Total 38400 SUPPLEMENTAL DATA BUILDING SUB-AREA SUMMARY SECTION COST / MARKET VALUATION SUB Description LIVING GROSS EFF AREA Unit C Undeprec Val Base Rate 0.00 # Of Parcels 1 Year Built 0 Rcn Plat Ref GM 1300012 Classification 01:Single Family- Net Other Adj Land Acres 19.185 Zoning R-C AYB Land SF 835,698 Prop Use 02-A:Residential Effective Year Built 0 Assoc. Parcel District 4L-A:Eastend Land Ac Condition Remodel Rating CONSTRUCTION DETAIL Year Remodeled Element Cd Description Eyb Dpr Style 02-A Functional Obsol Model 00 Vacant Economic Obsol Grade Ttl Gross Liv / Lease Area 0 0 0 Cost Trend Factor 1 Stories OB - OUTBUILDING & YARD ITEMS(L) / EF - BUILDING EXTRA FEATURES(B) Adjustment Foundation Typ Code Description La Size Rate % Dep Qu Adj Apprais Val Percent Exterior Wall 1 Percent Good Roof Structure RCNLD 0 Roof Cover % Good Ovrd Interior Wall 1 % Good Ovrd Comment Interior Floor 1 Misc Imp Ovr Exterior Cond Misc Imp Ovr Comment Central Heat Cost to Cure Ovr Central AC Cost to Cure Ovr Comm. Bedrooms Total Rooms Full Baths Half Baths Chimneys Fireplaces Exterior Wall 2 Interior Wall 2 Sketch Factor Basement Type Living Area Split Foyer Split Level PROPERTY FACTORS PUB WATE UG UTILITI TOPO SIDEWALK Y Yes N No 0 Rolling N No PUB SEWE CURB & GU SOIL Y Yes N No C Clay SEPTIC VIEW LOCATION N No N No G Good No Sketch  City of Martinsville Special Use Permit Request May 28, 2024 A CITY WITHOUT LIMITS  Purpose • Special Use Permit request of Tony Williams. • To allow for a live-work residence at 1048 Independence Drive. • The live-work residence will consist of an art and woodworking shop. • The property is large at approximately 19.18 acres and will be buffered from view. • The property is zoned R-C, where live-work residences are allowed by Special Use Permit.  Planning Commission Public Hearing • A public hearing was legally advertised and held before Planning Commission on April 17, 2024. • Adjoining property owners were notified of the Planning Commission public hearing. • There was one (1) public comment received during the public hearing. • The Planning Commission recommended APPROVAL by a vote of 4-0. • Adjoining property owners were notified of the City Council public hearing. • Staff has received no comments or concerns regarding this request to date. Questions?  STAFF REPORT MEETINGS: May 28, 2024 TITLE: Presentation of Martinsville Parks Improvement Study by Site Collaborative STAFF RESPONSIBLE Keith Holland, Community Development Director BACKGROUND/HISTORY The City of Martinsville issued an RFP in the spring of 2023 for consulting services to prepare a Parks Improvement Plan utilizing ARPA funding. Site Collective, a planning and design consulting firm from Raleigh, was selected to implement a parks improvement plan. Site Collaborative has been working in partnership with the City and WPPDC to create a plan for all the city parks. A number of community input sessions were held during the summer, and public surveys have yielded much interest in parks improvement. The attached plan makes recommendations on improved equipment, access, safety, maintenance programming, and best use of each park. The City has 13 public parks encompassing 302 acres. Each park was graded based on a number of factors, and identified as an immediate need or medium need, with inflationary factors built in to anticipated period to address each park. While the total cost is more than may have been anticipated, there can be effective partnerships and collaboration with public, private, nonprofit, civic organizations and volunteers to lower some costs. State or federal grants and private foundation funding for parks and playgrounds are limited, staff are working to identify possible funding resources and options to address parks and playground needs. City Council may want to appoint an ad hoc committee/task force to develop a plan of action of how to address these needs over a 5-10 year period of time. Graham Smith, with Site Collaborative out of Raleigh NC will be in attendance to present the results to City Council on May 28. POLICY EXPLANATION This Parks Improvement Plan will address methods to revitalize the 13 parks extant in Martinsville, VA. Ultimately, it will foster an enhancement of the quality of life of Martinsville’s citizens. Having a Parks Improvement Plan approved by City Council will be a valuable, demonstrable advantage when seeking certain state and federal grants for community needs. 1  STAFF REPORT FISCAL IMPACT/FUNDING SOURCE To be determined AVAILABLE BUDGET PURCHASE AMOUNT < $600,000 in ARPA funds N/A ACTION REQUESTED/ALTERNATIVES: 1. Accept the Parks Improvement Plan as presented 2. Consider Appointing a Special Committee to identify priorities, funding options and recommended plan of action to be incorporated into a City capital improvement plan 3. Reject the Parks Improvement Plan as presented ATTACHMENTS: 1. City of Martinsville Parks Improvement Plan 2  City of Martinsville Parks Improvement Plan May 28, 2024 A CITY WITHOUT LIMITS  Purpose • In 2023 City Council designated ARPA funds to conduct a city-wide parks improvement plan • Site Collaborative, a planning consulting firm out of Raleigh NC was selected • There were many efforts to engage the community to receive input from citizens, including surveys and community meetings • 13 total public parks in the Martinsville system encompassing over 300 acres • Capital improvements can be spread out 5-10 years and utilize a range of creative options to address needs • Graham Smith with Site Collaborative will present an overview of the plan Questions?  STAFF REPORT MEETINGS: May 28, 2024 TITLE: Presentation of Martinsville Energy Action Plan Developed in Cooperation with George Mason University STAFF RESPONSIBLE Keith Holland, Community Development Director BACKGROUND/HISTORY The Schar School of Policy and Government at George Mason University approached the City in 2023 to offer to provide leadership through the university extension service to assist Martinsville and other Virginia local governments with energy and environmental assessments, mitigation and resiliency projects and facilitating applicable grants to assist with climate sustainability. GMU utilized internal funding, a large cohort of students, and top-notch faculty expertise in science, policy, and engineering. Through involvement with Community Development staff to gather information and project design, a series of 4 consecutive weekly discussions were held in February with a City task force made up of city staff, community and business volunteers and GMU faculty and students to contribute to the development of an eventual climate resiliency plan. This initiative aligns with Virginia government commitments on climate action and clean energy, such as found in the 2020 Virginia Clean Economy Act, the Clean Energy and Community Flood Preparedness Act (directing the Commonwealth to join the Regional Greenhouse Gas Initiative), executive orders on environmental justice and community outreach, and the Transportation and Climate Initiative. This initiative also supports transitioning Virginia’s local workforce into clean energy and energy efficiency jobs. The Local Climate Change Planning Initiative by GMU had three phases. First, their team initiated work with local governments, utility providers, and communities to collect greenhouse gas emissions data to better understand each community’s baseline emissions. Then, the initiative worked with local government leaders and community members to develop action plans specifically designed for each community. Finally, the initiative plans to assist communities with project implementation. Dr. Paul Bubbosh with George Mason University will be attending the May 28 City Council meeting virtually to present the final Energy Action Plan. 1  STAFF REPORT POLICY EXPLANATION This Energy Action Plan will address methods to reduce emissions and ultimately save on electricity demand on the City Electric Department as well as citizens who incorporate some of these energy saving tips. Having an Energy/Climate Action Plan approved by City Council will be a valuable advantage when seeking certain state and federal grants for community needs. FISCAL IMPACT/FUNDING SOURCE None, but could be beneficial in future grant applications AVAILABLE BUDGET PURCHASE AMOUNT N/A N/A ACTION REQUESTED/ALTERNATIVES: 1. Approve the Energy Action Plan as presented 2. Table approval for a future meeting 3. Reject the Energy Action Plan as presented ATTACHMENTS: 1. City of Martinsville Energy Action Plan 2  City of Martinsville Martinsville Energy Action Plan May 28, 2024 A CITY WITHOUT LIMITS  Purpose • George Mason University utilizes internal funding and expertise of faculty and research by students to assist Virginia localities with developing action plans to deal with climate change and reduction of carbon emissions • GMU extended their outreach to local governments in WPPDC, specifically Martinsville, Danville, and Henry County in 2023 • Months of data gathering and modeling culminated in a series of work sessions with task forces of staff and citizens with Martinsville and Henry County at NCI in February to identify priorities for lowering carbon emissions and reducing energy and natural gas use • Dr. Paul Bubbosh with GMU will be presenting the final Energy Action Plan for the City of Martinsville Questions?