City Council Work Sessions

City Council Work Session May 3, 2017 Work Session of the Suffolk City Council was held in the City Council Chamber, 442 West Washington Street, on Wednesday, May 3, 2017, 5:00 p.m. PRESENT Council Members - Linda T. Johnson, Mayor, presiding Leroy Bennett, Vice Mayor Michael D. Duman Roger W. Fawcett Donald Z. Goldberg Timothy J. Johnson Curtis R. Milteer, Sr. Lue R. Ward, Jr. Patrick G. Roberts, City Manager Helivi L. Holland, City Attorney Erika S. Dawley, City Clerk ABSENT None SUFFOLK TOURISM INTRODUCES NEW SMARTPHONE APP Utilizing a PowerPoint presentation, Tourism Development Manager Theresa Earles offered information on the above referenced item. VIRGINIA DEPARTMENT OF TRANSPORTATION STATE OF GOOD REPAIR PROGRAM Utilizing a PowerPoint presentation, Public Works Director Eric Nielsen provided a summary of the above referenced item. Referring to the presentation, Vice Mayor Bennett queried about the location of East Washington Street bridge at Jericho Canal as it relates to John F. Kennedy Middle School. Public Works Director Nielsen said that the structure is near John F. Kennedy Middle School. SCHOOL BUDGET FUNDING AND OVERSIGHT ROLE OF CITY COUNCIL Utilizing a PowerPoint presentation, City Attorney Helivi Holland gave a report on the above referenced item. 1 City Council Work Session May 3, 2017 Referring to the presentation, Council Member Duman asked if City Manager Roberts receives an estimated budget request from Dr. Deran Whitney, Superintendent of Suffolk Public Schools, prior to his submission of the proposed budget to the Suffolk School Board. City Manager Roberts stated that he does not receive an estimated budget request from Dr. Whitney prior to his submission of the proposed budget to the Suffolk School Board. City Attorney Holland added that type of action would require the establishment of a deadline by City Manager Roberts. Council Member Duman queried about the possibility of establishing such a deadline. City Manager Roberts explained that while Dr. Whitney does not provide an estimated budget request to the City prior to his submission of the proposed budget to the Suffolk School Board, they do have informal discussions the entire year about this matter. Referring to the presentation, Mayor Johnson opined about the process that department heads use in submitting their annual budgetary requests to City Manager Roberts as it relates to the process used by Dr. Whitney. City Manager Roberts advised that the processes are similar but different. Council Member Duman called for information about the feasibility of requesting that Suffolk Public Schools provide City Council and the public with monthly reports regarding fund balances, receipts and expenditures. City Attorney Holland reported that her department spoke with the Finance Department, which explained that monthly financial expenditure statements are prepared and they are on file at Suffolk Public Schools administrative offices. Mayor Johnson queried about the availability of the monthly financial expenditure statements to the public. Finance Director Tealan Hansen said that the statements are public records and are also distributed to the Suffolk School Board in their agenda meeting packages. Council Member Duman asked if the monthly financial expenditure statements are accessible publically online. Finance Director Hansen replied that the statements are included in the Suffolk School Board agenda meeting packages, which are posted on the Suffolk Public Schools’ website. Council Member Duman inquired about the method to receive a hard copy of the monthly financial expenditure statements from Suffolk Public Schools. City Attorney Holland said that a person would need to request a hard copy from Suffolk Public Schools. Council Member Fawcett called for an explanation of the expenditure of $640,000 to Suffolk Public Schools as it relates to State budget reductions. City Manager Roberts advised that Suffolk Public Schools requested the return of $640,000 of unspent local funds because the State proposed pay raises for teachers and then did not provide the funding. Council Member Duman opined about the use of the $640,000 for teacher pay raises. City Manager Roberts explained that the City Council does not have the authority to require that the funds be used for that purpose. Referring to the presentation, Council Member Ward opined about the purpose of the presentation. City Attorney Holland indicated City Council requested the report on this topic. Referring to the presentation, Mayor Johnson opined about the authority of City Council to require Suffolk Public Schools provide additional financial reports. City Attorney Holland said that the City Council may ask for such reports from Suffolk Public Schools, but it cannot make such reports mandatory. 2 City Council Work Session May 3, 2017 CLOSED MEETING City Clerk Dawley presented the Closed Meeting motion for City Council’s consideration: 1. Pursuant to Virginia Code Sections 2.2-3711(A)(7) and (A)(1), the consultation with legal counsel employed by a public body regarding specific legal matters requiring the legal advice of such counsel, and the discussion, consideration, or interviews of prospective candidates for appointment and the assignment, appointment, and performance of specific public officers or appointees of the City, specifically the appointments as shown on the attached list for vacancies or term expirations for the Human Services Advisory Board, Library Advisory Board, Sister Cities Commission, Suffolk Clean Community Commission Keep Suffolk Beautiful Executive Board, Suffolk Clean Community Commission, Wetlands Board, Community Policy and management Team, Fine Arts Commission, Historic Landmarks Commission, Parks & Recreation Advisory Commission, Paul D. Camp Community College Board Planning Commission, Suffolk Redevelopment and Housing Authority, and the Virginia Municipal League Policy Committees. Council Member Fawcett, on a motion seconded by Council Member Goldberg, moved that City Council convene in a closed meeting for the above referenced purpose, by the following roll call vote: AYES: Mayor L. Johnson, Vice Mayor Bennett, and Council Members Duman, Fawcett, Goldberg, T. Johnson, Milteer and Ward 8 NAYS: None 0 City Council convened in Closed Meeting at 5:48 p.m. The Closed Meeting concluded at 6:15 p.m. Teste: _____________________________________________ Erika S. Dawley, MMC, City Clerk Approved: _________________________________________ Linda T. Johnson, Mayor APPROVED: JUNE 7, 2017 3