City Council

Minutes from the Petersburg City Council meeting held on: November 7, 2017 -1– ______________________________________________________________________________ The regular meeting of the Petersburg City Council was held on Tuesday, November 7, 2017, at City Hall in Council Chambers. Mayor Parham called the meeting to order at 6:30p.m. 1. ROLL CALL: Present: Council Member Charles H. Cuthbert, Jr Council Member Annette Smith-Lee (left at 8:30pm) Council Member Treska Wilson-Smith Council Member W. Howard Myers Council Member Darrin Hill Vice Mayor John A. Hart, Sr. Mayor Samuel Parham Absent: None Present from City Administration: City Manager Aretha R. Ferrell-Benavides City Attorney Joseph E. Preston Clerk of Council Nykesha D. Jackson, CMC 2. CLOSED SESSION: City Attorney Joseph Preston stated that City Council will now move to go into closed session for one purpose pursuant to Section 2.2-3711.A (7) of the Code of Virginia, 1950 as amended, council will be in closed session for consultation with legal counsel pertaining to actual litigation which such consultation in an open meeting would adversely affect the negotiating or litigating posture of the City of Petersburg. Vice Mayor Hart moved that the City Council go into closed session for the purposes noted by the City Attorney. The motion was seconded by Council Member Myers. There was no discussion on the motion, which was approved on roll call vote. On roll call vote, voting yes: Cuthbert, Smith-Lee, Wilson-Smith, Myers, Hill, Hart and Parham City Council entered closed session at 6:32 p.m. CERTIFICATION: Mr. Preston stated that City Council now moves to come out of closed session and certify that only public business matters lawfully exempted from an open meeting requirement pursuant to the Virginia Freedom of Information Act and only such business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the closed meeting. Vice Mayor Hart made a motion to return City Council into open session and certify the purposes of the closed session. The motion was seconded by Council Member Hill. There was discussion on the motion, which was approved on roll call vote. On roll call vote, voting yes: Cuthbert, Smith-Lee, Wilson-Smith, Myers, Hill, Hart and Parham 17-R-63 A RESOLUTION CERTIFYING, AS REQUIRED BY THE CODE OF VIRGINIA, SECTION 2.2- 3712, THAT TO THE BEST OF EACH MEMBER’S KNOWLEDGE, ONLY PUBLIC BUSINESS *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -2– ______________________________________________________________________________ MATTERS LAWFULLY EXEMPTED FROM OPEN MEETING REQUIREMENTS OF VIRGINIA LAW WERE DISCUSSED IN THE CLOSED SESSION, AND ONLY SUCH PUBLIC BUSINESS MATTERS AS WERE IDENTIFIED IN THE MOTION CONVENING THE CLOSED SESSION WERE HEARD, DISCUSSED, OR CONSIDERED. City Council came out of closed session at 6:45 p.m. 3. MOMENT OF SILENCE: a. Clerk of Council, Nykesha D. Jackson, led council and the audience in a moment of silence. 4. PLEDGE OF ALLEGIANCE: a. Clerk of Council, Nykesha D. Jackson, led council and the audience in the pledge of allegiance. Mayor Parham stated, “Good evening everyone. On Friday, November 3rd, Petersburg held its first ever Naturalization Ceremony at the Union Train Station. Forty people from all over the globe officially became U.S. citizens. The countries represented included El Salvador, France, Canada, Jamaica, Spain, China, Sudan, Columbia, Peru and New Zealand; and that’s just to name a few. The program included presentation of colors by the Petersburg High School JROTC and selections from the Appomattox Regional Governor’s School Student Choir. I like to say congratulations to our new U.S. citizens.” 5. PROCLAMATIONS/RECOGNITIONS: *There are no items for this portion of the agenda. 6. COMMUNICATIONS/SPECIAL REPORTS: a. City Manager’s Report. i. Fire Incidents Report Fire Chief, Dennis Rubin, stated that they have a video presentation that they would like to present. He stated that he thinks that council members have a handout that details 2016 and 2017 residential fires in the City of Petersburg. He stated that following that map there should be information that breaks it out by address. He stated that he would ask that they take notice to the upper right-hand corner of the breakout document that has the code breakdown of the cause of fire. He stated that it does not typically come on the spreadsheet but that they have added this legion so that everyone will be able to see. He stated that they had 87 fires in 2016. He stated that they are pretty well scattered throughout the community. He stated that as they will notice that the causes are varied as inappropriate use of things like smoking material. He stated that for 2017 year he can report that the City has had 63 events that fall under the category of request by council. He stated that this is one and two-family residents that have had the need for the fire department. He stated that some were relatively small and some were devastating fires. He stated that they also have a couple of thoughts on their response times. He stated that their goal is always to get fire apparatus or an ambulance on location between four to six minutes. He stated that this concludes the request for a report for the City Council Members. ii. Police Traffic Enforcement Report Police Chief Kenneth Miller stated that with respect to traffic reports they were asked three questions. He stated that this was with respect to revenues and expenses for enforcement on I95 and I85 from July 1, 2017 to October 31st, 2017. He stated that they have written 3,007 summons. He stated that of those *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -3– ______________________________________________________________________________ summonses 706 were written on the interstate. He stated that this left 2,301 that were not written on the interstate. He stated that on the interstate they use a DMV grant so this did not cost the City any money. He stated that so far, they have used $19,680. He stated that the projected revenue for the entire timeframe is $330,770. He stated that the projection for the interstate is $77,660. Chief Miller showed PowerPoint slides of the hotspots that in are in the City. He stated that he will give an example. He stated that they do a lot of traffic stops on Halifax Street. He stated that on Sunday they did a lot of traffic stops on Halifax Street. He stated that they used enforcement to curve behavior. He stated that the third question that they were asked to follow-up on was in regards to how they can use traffic enforcement to generate revenue. He stated that they do not do this. He stated that when they look at enforcement they look at it in a way to prevent accidents and provide safety. He stated that their goal is to reduce crime and the fear of crime. He stated that if they can do this it will generate revenue because people will be able to boast about the City and bring in revenue to the City. He stated that they do not police for pay and that they do not tax the citizens. He stated that they control traffic laws to gain compliance and change behaviors. Mayor Parham stated to Chief Miller that he thanks him for coming out to church on Sunday and controlling the traffic on Halifax Street. He stated that he noticed that the traffic has been controlled. Chief Miller stated that it is a two-fold piece. He stated that it’s not just to write summons but to let people know that they are out there and that they are concerned and that they care. He stated that it is more than just writing tickets and that they hope that they do not have to write any tickets. He stated that he hopes that everyone complies. iii. Draft Legislative Agenda Reginald Tabor, Economic Development and Intergovernmental Manager, stated that this evening they are presenting for City Council’s review the City’s Draft Legislative Agenda. He stated that following the presentation they will make amendments and send a revised agenda for approval on November 21st council meeting. He stated that the City’s Legislative Agenda is a document that includes priorities of the City of Petersburg to be advocated during the upcoming legislative session. He stated that the legislative agenda informs policy position and allows the timely communication during the session. He stated that a separate federal legislative packet will be presented. Mr. Tabor presented a PowerPoint presentation on the legislative agenda. He stated that changes will be due on November 14th. He stated that the legislative prefilling begins on November 20th and then the following day will be when they present this document to council for adoption. He stated that December 5th is the deadline for prefiling. He stated that January 10th begins the legislative session and that the session last for 46 days. Council Member Hill asked who is on the committee. Mayor Parham stated that all City Council Members are on the board. iv. Billing & Collections Office Briefing Mrs. Benavides stated before she starts her briefing they received the City Manager’s update. She stated that demolition work has begun on 405 East Washington Street. She stated that this is the old Broadway Hotel at Exit 52. She stated that it is a process of clearing out and that they have started this. She stated that she has an update on the City Assessor’s Office as well. She stated that the City has hired a former assessor, John Jarratt, as a part-time provisional employee. She stated that he is helping with the back log of the rehabilitation of tax abatement applications and assessments. She stated that as of November 2nd there were *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -4– ______________________________________________________________________________ four outstanding assessments. She stated that there were three residential and one commercial. She stated that these assessments will be completed by Thursday, November 9th. She stated that reports for the assessment will be generated on November 13th. She stated that per council’s approval they also have issued and released an RFP for Real Estate Assessment Services that will close on November 7, 2017. She stated that this is one of the process that they talked about and also in reposting the job as well. She stated that this will allow her to bring two options to City Council. She stated that they will receive more information. She stated that they should expect to have information by the December meeting on this. She stated that she wanted to thank her staff for the cleanup from this weekend. She stated that it was a successful event. She stated that they hope to have many more. She stated that they had over 350 volunteers over the City working together. She stated that one of the things that she stated that she wanted implemented was her ward walks. She stated that her first ward walk will happen in ward six. She stated that it is scheduled for November 15th with Council Member Annette Smith-Lee between 2:00pm – 4:00pm. She stated that this will be where her department directors will come out and take the trolley and walk with the council member in their ward. She stated that each council member will be requested for a date for the month. She stated that each month they will spend time in their ward and let them identify things in the ward. Mrs. Benavides stated that the next item is the creation of the Department of Billing and Collections. She stated that in this office it is an office that falls under finance and that it is a consolidation. She stated that the turnover audit was conducted October 31st – November 1st, 2017. She stated that the City Collector of Taxes Office officially opened on November 1st. She stated that a budget in the amount of $657,958 has been developed for this office. She stated that they will bring the budget back to City Council for approval. She stated that they received official notice the week prior from Virginia Compensation Board which recreated and reestablished the treasurer’s office with the functions as stated. She stated that it left the office with two funded positions plus the treasurer. She stated that the positions for customer service representatives were posted, applications were reviewed and interviews were conducted. She stated that three customer service representatives have been hired. She stated that they brought in a provisional employee to help them in managing the office. She stated that Denise Johnson is serving as the acting director. She stated that she is one of the project managers for the day to day turnover. She stated that their goal is to make it as seamless as possible. Mrs. Benavides went over an organizational chart of the billing and collections office. Stephanie Harris, Assistant to the City Manager, gave the overview of the duties of the collector and the treasurer. She stated that the collector will collect all of the current and delinquent revenue which includes management of lockbox and 3rd party collector contracts. She stated that the collector will control all cashier and customer service activities including utilities. She stated that the collector will control utility billing. She stated that the collector office will also be responsible for the printing and the mailing of all personal property, real estate and utility bills. She stated that the treasurer will handle the disbursements and deposits of revenue. She stated that the treasurer’s accountability will also deal with the daily and monthly closing of revenue account and reconciliation of bank accounts. She stated that the treasurer is still responsible for sheriff fees and dog tags. Ms. Harris stated that today the office of billing and collections has submitted 63 properties for tax sale. She stated that they will have additional this month and that she believes that they have about 90 so far in addition to the 63. She stated that the auctions may occur around April of next year. She stated that they have also begun the process of stalled enforcement asset sales. She stated that when they have shut the doors on the business for delinquent meals taxes the City sells the assets. She stated that they will be stacking the office up based on the needs. She stated that Ms. Johnson is working close with reviewing the processes that are currently in the office to see what staffing they do need. She stated that they will also work on cross training the staff. She stated that they currently have people that understand collection and people that understand utilities. She stated that the vision is to have citizens to be able to go to one central place to ask *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -5– ______________________________________________________________________________ questions about personal property, real estate and the water bills. She stated that the training will be going on for the next couple of months. Mrs. Benavides stated that she is happy to say that they had a transition and that it was pretty seamless for most of them involved. She stated that their goal is to provide the customers the best possible service. She stated that they know that it is not flawless but that they are currently working on cross-training. She stated that they currently have one employee that has worked in both sections. She stated that they will also look at automation but that you cannot automat a bad process. She stated that there are some other items that they will bring back and that they know that this is a long process and that they are going to take steps. She stated that if they have some recommendations they are open for them. There was discussion among City Council and staff. 7. CONSENT AGENDA (to include minutes of previous meeting/s): a. Minutes: Regular Meeting: October 17, 2017 Vice Mayor Hart made a motion to accept the Consent Agenda. The motion was seconded by Council Member Hill. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Smith-Lee, Wilson- Smith, Myers, Hill, Hart and Parham 8. OFFICIAL PUBLIC HEARINGS: *There are no public hearings for this portion of the agenda. 9. INFORMATION PERIOD: A public information period, limited in time to 30 minutes, shall be part of an Order of Business at each regular council meeting. Each speaker shall be a resident or business owner of the City and shall be limited to three minutes. No speaker will be permitted to speak on any item scheduled for consideration on the regular docket of the meeting at which the speaker is to speak. The order of speakers, limited by the 30-minute period, shall be determined as follows: a) First, in chronological order of the notice, persons who have notified the Clerk no later than 12:00noon of the day of the meeting, b) Second, in chronological order of their sign up, persons who have signed a sigh-up sheet placed by the Clerk in the rear of the meeting room prior to the meeting. Maketta Wyatt, 501 Hilltop Way, stated that before she proceeds with her comments she would like to pass around some pictures of the things that she has done for the children in the City. She stated that she helped Cassandra Conover run the bike ride for the City. She stated that she volunteered with Allusions Barbershop for the back to school drive. She stated that she has done 76 community service events for the City of Petersburg. She stated that a month ago she gave away clothes and couponing items in Pin Oaks. She stated that she received an award from Zeta. She stated that she works with the afterschool projects at the high school. She stated that she has volunteered at the health fair. She stated that she brought school supplies and gave them out from her home. She stated that recently she tried to organize a dance. She stated that she was working with an organization and that they thought that she had everything that she needed to make the dance possible. She stated that she did have the papers in her hand. She stated that they told her that everything was good. She stated that she found out that Monday before the dance was supposed to take place that she did not have the proper paperwork. She stated that she reached out to City officials in regards to this. She stated that she had to reach out to three people in total in regards to this process. She stated that the first email she got stated that they were going to be out of the office for the entire week. She stated that there was no one else to look at her paperwork. She stated that everything she does she does it out of her pocket with her own money. She stated that she felt some type of way when all she got from one individual that they were *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -6– ______________________________________________________________________________ out of the office for the week and there was no one else to sign off on the application. She stated that this point that she had given up. She stated that she just wanted to bring this to everyone’s attention. She stated that she also wanted to let council know that she will be adopting children. Barb Rudolph, 1675 Mt. Vernon Street, stated that she does not have a lot to say tonight. She stated that she wanted to mention that she saw an interesting newspaper article a few days ago that was in the Fredericksburg Newspaper. She stated that it was about AQUA Virginia and the things that they are doing in Caroline County. She stated that it was very interesting and that it had a lot of points in it. She stated that she is going to email the article to City Council and ask that they take a look at it. She stated that this is a cautionary tale for Petersburg. She stated that she knows that there has not been anything on the agenda lately about privatizing water and that she is grateful for this. She stated that she does not believe that it is gone away. She stated that she and other citizens are trying to be vigilant about this. She stated that she believes that there are many more negatives than there are positives to selling the water and sewer assets to a private provider. Cory Harris, 2316 Anderson Street, stated that he would like to talk about the story with Vice Mayor Hart. He stated that he used to be his captain when it came to running track. He stated that he doesn’t notice that he always says to himself that he is going to beat him when it comes to the race. He stated that he tried and tried but could not beat him. He stated that for a lot of years they have improved. He stated that he does not want the City to just improve he wants the City to win. He stated that the City has gone through a lot. He stated that he grew up in a neighborhood that he has seen a lot. He stated that those people in his opinion are neglected. He stated that he discussed with Vice Mayor Hart about a gentleman who was on social media that wanted to kill himself. He stated that this gentleman felt that life was not worth living. He stated that he talks to children all the time. He stated that he is tired of hearing about. He stated that he challenges City Council for the winter time to take a drive between 6:00am-8:00am. He stated that they should watch the people going to work in the freezing cold. He stated that they should notice the people that are walking to work. He stated that people are trying to make the best with what they have. He stated that it just seems like no one is focused on this. He stated that this is what he has been doing for three years. He stated that he always said that there is a better way when it comes to this City. He stated that it is. He stated that they are far behind in the race. He stated that he represents Petersburg. He stated that they cannot take the approach with small baby steps. He stated that if they are going to take the approach then they need to move fast and hard but that they need to do it right. He stated that he says this because he has the experience of doing this. He stated that he runs events in Washington, DC. He stated that he hears this all the time. He stated that he is focused on Petersburg. Vernel Gannaway, 652 Old Wagner Road, stated that he is present to say thank you and thank you for allowing him to stay another day in the City. He stated that it hurts him when he goes places and he sees the negativity that is going against the City. He stated that some of it is their fault and some are others fault. He stated that they are not there to do the blame game they are to work together. He stated that he met a young lady a few weeks ago and that she asked why are things so divided in the City of Petersburg. He stated that the young lady when to different churches and that they are divided. He stated that it hurt him to hear this because he is from Petersburg. He stated that if there is one person that knows him it is Council Member Wilson-Smith. He stated that they grew up in an era that was separate. He stated that they might have been separate but that they are still together. He stated that people have been put in different positions and saying that they are going to do separate chores. He stated that whatever information that they need to carry the City forward then they need to get it. He stated that it is not going to be free. He stated that he is on the outside looking in. He stated that he knows that the City is destined for greatness. He stated that he heard that the City is bankrupt. He stated that he does not believe in his heart that it is. He stated that he is going to continue to say that they have to stay together. He stated that they have all suffered and now they can move on and go forward. He stated that he is glad that there is someone in the City now with a vision. He stated to the City Manager that he wants to see a study with the light on Crater and Wagner Road. He stated that there is no documentations and that they have brought it up about five times. He stated that there is no documentation on *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -7– ______________________________________________________________________________ how much has been spent. He asked is the City getting of this money. Linwood Christian, 613 St. Matthew Street, stated that he is present today speaking as a customer. He stated that he hopes that they get the water billing issue and technology straight. He stated that he is going to defend the workers that are in that office. He stated that a lot of times citizens get upset because of the way that the workers respond to them. He stated that sometimes the way that the workers respond some of the citizens deserve it. He stated that in a particular case he had gotten his water bill and he was shocked because it was over $100. He stated that the time that he was charged he had only been in the house to make sure no one broke into his home. He stated that while he is going through cancer treatments he has to stay with his mom. He stated that he received a bill for $100 and all he did was flush the toilet. He stated that he went down to address and the young lady got bent out of shape. He stated that thanks to Janell Sinclair they all came back together and that all heads were cool. He stated that they have to do something to protect the workers in City Hall. He stated that a lot of the changes that are coming about are not the reason why they are leaving. He stated that they are leaving because they are not being protected. He stated that the young lady took time to work with him and adjust it. He stated that it wasn’t until Annie Mickens was no longer Mayor when they started seeing things go wrong. He stated that they are asking City Council to stop talking about and be about. 10. BUSINESS OR REPORTS FROM THE MAYOR OR OTHER MEMBERS OF CITY COUNCIL: Council Member Cuthbert stated that there is an interesting event this Saturday at 2:00pm in Pocahontas. He stated that it is going to be the unveiling of a new historical marker. Council Member Cuthbert read an article from the newspaper regarding the marker. He stated that he would like to thank Ms. Jackson for setting up his Ward 4 Town Hall Meeting concerning downtown safety on November 16th at the Union Train Station at 6:30pm. He stated that this will be regarding the murder that took place downtown. He stated that he will be having the City Manager, Police Chief Kenneth Miller and Mayor Parham in attendance. He stated that he invites everyone to attend. Council Member Wilson-Smith stated that she would like to take the time to thank Ms. Darnetta Tyus and Tami Yerby for a job well done on Saturday. She stated that the organization of the cleanup was excellent. She stated that she thanks them as well for starting the volunteer bank in the City of Petersburg. She stated that to all the citizens and staff that participated she would like to thank them. Council Member Smith-Lee stated that she is glad to be present tonight. She stated that she hopes that everyone got out to vote. She stated that she wanted to comment on Mr. Cory Harris. She stated that there are different organizations in the City of Petersburg that had provided seasonal rounds. She stated that they do it all year around. She stated that she and the members of the Alpha Kappa Alpha Sorority Incorporated. She stated that they take their items to the Hope Center and also to the CARES Shelter and the James House. She stated to Mr. Harris that if he knows of anyone that needs any coats or anything to let her know and she will make sure that they get those items so that they can be prepared for the winter. She stated that they also provide children with backpack with schools supplies and food. She stated that if there are any students who go hungry or need food to let them know. He stated that Ward 6 will be having a meeting on November 9th at A. P. Hill Elementary School. She stated that they will have a little discussion and that she is going to have a vision board. She stated that they still have some explaining on reading the utility bills. She stated that the utility bill is just not the water bill and that it has other components. She stated that she would like to give it up to Ms. Tyus and Mrs. Yerby in helping with cleanup. She stated that this is just the beginning. She stated that somethings they can fix and something’s they cannot. She stated that they take one step at a time and then progress to the next. She stated to Mr. Arkell that it is great to see him and thank you for loving the City. Council Member Myers stated that the would like to thank everyone that came out and participated in citywide cleanup. *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -8– ______________________________________________________________________________ Council Member Hill stated he has a couple of things. He stated that on December 1st at 7:00pm Mount Olivet Baptist Church will be having a toy drive basketball tournament. He stated that there will be some older people playing. He stated that it is supposed to be a celebrity tournament. He stated that the fee to get in the game is a toy. He stated that they will take the toys to the Department of Social Services. He stated that he wants to thank the fire department for fighting the huge fire on a couple of weeks ago down in old town. He stated that there was a lot of camera crews out there but that everything was handled professionally. He stated that he would like to thank the chief and his team. He stated that he would like to thank the police chief and his staff as well for dealing with the violent crimes that have been going on in the City. He stated that they want to be proactive and not reactive. He stated that he would like to thank the entire department. He stated that he was out of town during the cleanup but that he came in at the end. He stated that he appreciates everyone that participated in the cleanup. He stated that the will be having his Town Hall Meeting on Thursday, November 9, 2017, at 6:30pm at Good Shepherd Baptist Church. He stated that his meeting will be featuring the City Manager and some of her staff. Council Member Hill made a motion to institute prayer at the beginning of the City Council Meetings and adhere to the Supreme Court Rulings dealing with prayer in government public meetings. The motion was seconded by Council Member Myers. There was discussion on the motion. The motion was approved on roll call. On roll call vote, voting yes: Smith-Lee, Myers, Hill, Hart and Parham; Voting No: Cuthbert and Wilson- Smith Council Member Hill made a motion to appoint Samuel Rhue to the Economic Development Authority. The motion was seconded by Council Member Cuthbert. There was discussion on the motion. Counc.il Member Hill stated that he will withdraw his motion. Vice Mayor Hart stated that he would like to thank everyone for coming out. He stated that he has a view items. He stated that the Christmas Parade will be held on December 2nd at 3:00pm followed by the Illumination at the Walmart parking lot. He stated that this will be the parade and the lighting of the tree on December 2nd. He stated that he wants to thank everyone that has been spoken upon as far as the City cleanup. He stated that this is a reminder to citizens that they are not finish. He stated that if their area was missed it will be addressed. He stated that this was just a kickoff. He stated that this was not a kick all out. He stated that he is asking everyone to be patient with them and that they will get to their areas. He stated that the other thing that he is going to ask council and City workers is that the City is at a time where they need to bring business to the area. He stated that some of them know of people that know about bringing businesses to the City. He stated that he does know that they need to start going after some big fish. He stated that they have to think outside of the little box and think inside of the huge box now. Mayor Parham stated that the community cleanup was great. He stated that there was an event at Battersea and that it was wonderful. He stated that it was this past Saturday. He stated that they had the tourism tour along with the Naturalization Ceremony. He stated that he also read the same article that Council Member Cuthbert read on Charles Stewart. He stated that this event is coming up this Saturday and that they encourage all to attend. He stated that he has a veteran’s day program to attend as well. He stated that he wants to say, “Happy Veteran’s Day” to all the veterans. He stated that they will have a ceremony at the Doughboy at 11:00am and that he encourages all to attend. He stated that there will be one at People’s Cemetery as well. He stated that he wants to give praise to the Clerk, Ms. Jackson. He stated that it was an excellent “Trunk of Treats” at the Sports Complex. He stated that Ms. Jackson organized it and had over 1,000 kids in attendance. He stated that he thinks that she had just enough candy to cover entire event. He stated that he would like to thank Virginia State University from the weekend win. He stated that President Abdullah is a gracious host. He stated that he is a great asset to Petersburg. *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 -9– ______________________________________________________________________________ 11. ITEMS REMOVED FROM CONSENT: *No items for this portion of the agenda. 12. UNFINISHED BUSINESS: *No items for this portion of the agenda. 13. NEW BUSINESS: a. Consideration of the Rules for Boards and Commissions. BACKGROUND: There is no rules in place to establish who is qualified to be on a board, how many boards a person can serve on, what happens in the meetings, if appointees are in fact participating in the meetings, etc. RECOMMENDATION: Recommend that City Council adopt the enclosed resolution for governance of boards and commissions. Vice Mayor Hart made a motion to accept the recommendation to adopt the resolution for governance of boards and commissions. The motion was seconded by Council Member Wilson-Smith. There was discussion on the motion. Vice Mayor Hart stated that he will withdraw his motion. Mayor Parham stated that they will work on getting some dates to hold a work session to discuss the rules and amendments. Council Member Hill made a motion to appoint Samuel Rhue to the Economic Development Authority. The motion was seconded by Council Member Cuthbert. There was discussion on the motion. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Myers, Hill, Hart and Parham; Voting No: Wilson- Smith; Absent: Smith-Lee 17-R-64 A RESOLUTION APPOINTING SAMUEL RHUE TO THE ECONOMIC DEVELOPMENT AUTHORITY FOR A TERM EXPIRING SEPTEMBER 30, 2020. Council Member Cuthbert made a motion reappoint Richard Taylor and appoint Robert Walker to the Economic Development Authority. The motion was seconded by Council Member Hill. There was discussion on the motion. The motion was not approved on roll call. On roll call vote, voting yes: Cuthbert, Hill and Parham; Voting No: Wilson-Smith, Myers and Hart; Absent: Smith-Lee b. Consideration to reinstate the Petersburg Social Services Advisory Board. BACKGROUND: No background information. RECOMMENDATION: Recommend that City Council approve the request to reactivate the Board of Social Services. Kim Miles, Director of Social Services, gave a briefing on the board. *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 - 10 – ______________________________________________________________________________ There was discussion among City Council and staff. Council Member Hill made a motion to approve the request to reinstate the Petersburg Social Services Advisory Board. The motion was seconded by Council Member Wilson-Smith. There was discussion on the motion and staff and City Council. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Wilson-Smith, Myers, Hill, Hart and Parham; Absent: Smith-Lee c. Consideration of an appropriation to the Petersburg Department of Social Services, from the Virginia Department of Social Services. BACKGROUND: No background information. RECOMMENDATION: Consideration to approve the appropriation ordinance for $29,332. Council Member Myers made a motion to approve the appropriation ordinance for $29,332. The motion was seconded by Council Member Hill. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Wilson-Smith, Myers, Hill, Hart and Parham; Absent: Smith-Lee 17-ORD-51 AN ORDINANCE, AS AMENDED, SAID ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR COMMENCING JULY 1, 2017, AND ENDING JUNE 30, 2018, IN THE ADOPTIONS THROUGH COLLABORATIVE PARTNERSHIPS GRANT FOR THE PETERSBURG DEPARTMENT OF SOCIAL SERVICES. d. Consideration of an appropriation for VDOT Highway Maintenance Urban Allocation Funding. BACKGROUND: In accordance with Section §33.2-319 of the Code of Virginia, the Commissioner of Highways, subject to the approval of the Board, shall make payments for maintenance, construction, or reconstruction of highways to all cities eligible for funds. The payment rates per the number of peak hour moving lane miles are made to localities based on a state functional classification system. This system classifies roads and streets as principal and minor arterial roads and collector roads and local streets. The City has a total of 105.73 peak hour moving lane miles classified as arterial applied at the updated fiscal year 2017/2018 rate of $21,061 per lane mile for a total of $2,226,779.53. The City has a total of 289.43 peak hour moving lane miles classified as collector and local at the updated fiscal year 2017/2018 rate of $12,365 for a total of $3,578,801.95. The grand total of payment rates per peak hour moving lane mile is $5,805,581.48. With the supplemental payment for fiscal year 2018 for $2,704.64 for overweight permit fee revenue payments the grand total payment is $5,808,286.12. RECOMMENDATION: Recommend City Council approve the appropriation ordinance for $2,704.64 for VDOT Highway Maintenance Urban Allocation funding. Council Member Hill made a motion to approve the appropriation ordinance for $2,704.64 for VDOT Highway Maintenance Urban Allocation funding. The motion was seconded by Council Member Myers. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Wilson-Smith, Myers, Hill, Hart and Parham; Absent: Smith-Lee 17-ORD-52 AN ORDINANCE, AS AMENDED, SAID ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR COMMENCING JULY 1, 2017, AND ENDING JUNE 30, 2018, IN THE STREETS FUND FOR PETERSBURG VDOT HIGHWAY MAINTENANCE URBAN ALLOCATION. e. Consideration of an appropriation for the City of Petersburg Litter Prevention and Recycling *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 - 11 – ______________________________________________________________________________ Program Grant. BACKGROUND: The Virginia Department of Environmental Quality provides funds for litter prevention and recycling grants to localities under a non-competitive grant program based on population and road miles. These grants have been awarded annually, since 1980, to localities for local litter prevention and recycling program implementation, continuation, and/or expansion. The following are authorized uses of the funds:  Salaries, wages or other personnel costs  Office supplies, postage, telephone  Printing and program materials  Travel expenses  Locally conducted meetings, workshops and awards  Audiovisual material on litter or recycling  Equipment such as: educational, litter receptacles, recycling, source reduction, and reuse equipment, audiovisual, safety and the renting of such equipment  Award materials  Cleanup supplies  Annual dues for solid waste related associations (Maximum cap of $100)  Litter collection and/or recycling collections contracts  Solid Waste Disposal fees, fuel and transportation ONLY ASSOCIATED with a volunteer cleanup. RECOMMENDATION: Recommend City Council approve the attached appropriation ordinance in the amount of $7,120. And appropriate $501 unspent grant funds for FY2017 for a total available for FY 2018 of $7,621. Council Member Hill made a motion to approve attached appropriation ordinance in the amount of $7,120. And appropriate $501 unspent grant funds for FY2017 for a total available for FY 2018 of $7,621. The motion was seconded by Council Member Myers. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Wilson-Smith, Myers, Hill, Hart and Parham; Absent: Smith-Lee 17-ORD-53 AN ORDINANCE, AS AMENDED, SAID ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR COMMENCING JULY 1, 2017, AND ENDING JUNE 30, 2018, IN THE LITTER PREVENTION AND RECYCLING PROGRAM FOR PETERSBURG PUBLIC WORKS. f. Consideration of an appropriation for Fire Programs Grant. BACKGROUND: The City of Petersburg receives the Fire Programs Fund – Aid to Localities grant annually to assist with training and firefighting equipment. These funds are currently programed for purchasing new fire hose, tools and other related equipment for the new fire apparatus. RECOMMENDATION: Recommend that Council accept and appropriate the Virginia Department of Fire Programs – Aid to Localities (ATL) amount of $102,751 for fiscal year 2016 and accept and appropriate the Fire Programs – ATL amount of $108, 835 for fiscal year 2018. Council Member Myers made a motion to accept and appropriate the Virginia Department of Fire Programs – Aid to Localities (ATL) amount of $102,751 for fiscal year 2016 and accept and appropriate the Fire Programs – ATL amount of $108, 835 for fiscal year 2018. The motion was seconded by Council Member Hill. The motion was approved on roll call. On roll call vote, voting yes: Cuthbert, Wilson-Smith, Myers, Hill, Hart and Parham; Absent: Smith-Lee *Audio available  Minutes from the Petersburg City Council meeting held on: November 7, 2017 - 12 – ______________________________________________________________________________ 17-ORD-54 AN ORDINANCE, AS AMENDED, SAID ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR COMMENCING JULY 1, 2017, AND ENDING JUNE 30, 2018, IN THE SPECIAL REVENUE FUND FOR PETERSBURG FIRE DEPARTMENT’S FIRE PROGRAM FUND AID GRANT. 14. REPORTS/RESPONSES TO PREVIOUS PUBLIC INFORMATION PERIOD: Stephanie Harris, Assistant to the City Manager, read the questions and answers from the previous meeting regarding the public information period. a. Why hasn’t the vision been established for the City and when will one be created? Is it possible for the City website to be updated? 1. The City Council is working with the City Manager’s Office to update the council’s strategic planning retreat. During this time, council will conduct a vision planning session. The City’s website is undergoing an update and it will go live on January 1, 2018. b. Why were only a few select council members aware of the meeting with the state delegates regarding the audit? Who was in the room with state delegate to discuss the funding. 1. The Robert Bobb Group met frequently with the State to outline their progress with the City. The meetings concerning the audit were conducted between only the RBG and the state. c. How are personal property taxes being assessed and transferred when there is no city assessor? 1. The City Assessor does not conduct assessments for personal property taxes. This analysis is conducted by the Commissioner of Revenue. 15. CITY MANAGER’S AGENDA: *No items for this portion of the agenda. 16. BUSINESS OR REPORTS FROM THE CITY CLERK: Ms. Jackson stated that she would like to thank everyone that participated in the trunk of treats. She stated that they have done this before in the past but that this was the first one where the employees gave back to the children in the community. She stated that she will be continuing this for years to come. 17. BUSINESS OR REPORTS FROM THE CITY ATTORNEY: *No items for this portion of the agenda. 18. ADJOURNMENT: City Council adjourned at 9:01 p.m. _________________________ Clerk of City Council APPROVED: _________________________ Mayor *Audio available