Loading...
HomeMy WebLinkAbout11/12/2019 - City Council - Minutes - RegularUNAPPROVED MINUTES CITY COUNCIL WORK SESSION November 12, 2019 A work session of the Council of the City of Salem, Virginia, was held in the Council Chambers Conference Room, 114 North Broad Street, Salem, Virginia, on November 12, 2019, at 6:30 p.m., there being present the following members of said Council, to wit: Byron Randolph Foley, Jane W. Johnson (absent), William D. Jones, James A. Martin (absent), and John E. Saunders; with Byron Randolph Foley, Mayor, presiding; together with James E. Taliaferro, II, Interim City Manager and Clerk of Council; Rosemarie B. Jordan, Director of Finance; Melinda J. Payne, Economic Development Director; Crystal L. Williams, Assistant to the City Manager; and Garry Lautenschlager and Trula Byington with the Salem Area Ecumenical Ministries; and the following business was transacted: Mayor Foley reported that this date, place, and time had been set in order for the Council to hold a work session; and WHEREAS, Garry Lautenschlager and Trula Byington with the Salem Area Ecumenical Ministries (SAEM) gave Council a presentation and update on the programs of the organization; and WHEREAS, Ms. Payne gave Council an Economic Development update; and WHEREAS, Mr. Taliaferro gave Council several updates; and WHEREAS, there were no other topics for discussion. There being no further business to come before the Council, the work session was adjourned at 7:25 p.m. ____________________________________ Mayor _____________________________________ Clerk of Council Ci ty Counci l Meeti ng M INUTES Tuesday, November 12, 2019, 7:30 PM Council Chambers, City Hall, 114 North Broad Street, Salem, Virginia 24153 1.C all to Order A regular meeting of the Council of the City of Salem, Virginia, was called to order at 7:30 p.m., there being present the following members to wit: Byron Randolph Foley, Mayor, J ane W. J ohnson, Vice-Mayor (absent), C ouncil members: William D. J ones, J ames A. Martin (absent), and J ohn E. Saunders; with Byron Randolph Foley, Mayor, presiding; together with J ames E. Taliaferro, II, Interim C ity Manager and Clerk of Council; Rosemarie B. J ordan, Director of Finance; Crystal L. Williams, Assistant to the C ity Manager; and Stephen M. Yost, City Attorney. Mayor Foley recognized new Salem Police Officers Christopher Sullivan, J ustin Kiefer, and Richard Sanders, J r. who were in attendance and thanked them for their service to the C ity. Also in attendance was a group of students from Professor C ody Sexton's State and Local Government Class at Roanoke College. 2.Pledge of Allegiance 3.C onsent Agenda A.Minutes Consider the acceptance of the minutes from the October 28, 2019, regular meeting. Accepted as presented 4.New Business A.Administrativ e Calendar for 2020 Consider adoption of the administrative calendar for 2020. Mr. Taliaferro noted that the administrative calendar for 2020 is included in C ouncil's packet. For C ity Council meetings, there are only two changes from the standard second and fourth Mondays of each month. One is in May for the Memorial Day holiday, we are proposing moving the meeting to Tuesday, May 27, and the second meeting in December has been removed which C ouncil typically does not meet. T he only other change is the Veterans Day holiday falls on Wednesday so staff is proposing to move the Planning Commission meeting to Tuesday, November 10. William J ones motioned the adoption of the 2020 Administrative Calendar as presented. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin B.Salem School B oard Consider appointments to fill the expiring terms for Artice M. Ledbetter and J ohn Andrew "Andy" Raines. (Public hearing held at October 14, 2019, meeting.) Mayor Foley requested that Council consider appointments to fill the expiring terms of Artice M. Ledbetter and J ohn Andrew "Andy" Raines on the Salem School Board. He noted that a public hearing was held by Council on October 14, 2019, and Council subsequently interviewed the three candidates, Artice Ledbetter, Andy Raines and David Turk, for the two positions on the School Board. Mayor Foley thanked Mr. Turk for applying and noted he appreciates his willingness to serve and hopefully we can find a way to get him involved. William J ones motioned to reappoint Artice M. Ledbetter and J ohn Andrew Raines for three-year terms ending December 31, 2022. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin C .Resolution of Support for P ilot Voting Center Consider the adoption of Resolution 1367 for a Pilot Voting Center at the Salem Civic C enter for the May Municipal and the J une Primary Elections. Mr. Taliaferro noted for C ouncil's consideration this evening is Resolution 1367, which supports the movement of five voting precincts to a pilot voting center at the Salem Civic C enter. T his will be for the May Municipal and J une Primary Elections. T he advantage to doing this is that it is easier to staff when everything is consolidated in one location. Typically the number of voters who turn out for those elections are considerably less than the November Presidential elections. William J ones motioned to adopt Resolution 1367 for a Pilot Voting Center at the Salem Civic C enter for the May Municipal and the J une Primary Elections. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin D.Signatory Authority and Budgetary Commitment Resolution for VD OT Consider the adoption of Resolution 1368 authorizing C ity Manager to execute agreements with the Virginia Department of Transportation (VD O T ) and acknowledgement of local funding commitment as required in VD O T funding agreements. Mr. Taliaferro noted that occasionally the Virginia Department of Transportation asks the localities to pass a resolution authorizing the C ity Manager to sign documents for the greenway grants and other various grants that we get. T his one is for the Elizabeth Campus Greenway, and it would allow the City to continue forward with the project. William J ones motioned to adopt Resolution 1368 authorizing the C ity Manager to execute agreements with the Virginia Department of Transportation (VD O T ) and acknowledgement of local funding commitment as required in VD O T funding agreements. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin E.Salem Band B oosters Consider request from the Salem Band Boosters for a donation ($531.37) equal to the amount of admissions tax paid in connection with the annual Blue Ridge Regional High School Band C ompetition held on September 29, 2019, at the Salem Stadium. Mr. Taliaferro noted that the Salem Band Boosters has requested the C ity to refund the amount of the admissions tax paid in connection with the Blue Ridge Regional High School Band Competition held on September 29, 2019, at the Salem Stadium. He noted that legally we cannot refund a tax, but C ouncil can choose to donate the same amount to the Band Boosters. William J ones motioned to approve a donation in the amount of $531.37 to the Salem Band Boosters equal to the amount of the admissions tax paid in connection with the Blue Ridge Regional High School Band C ompetition held on September 29, 2019. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin F.Appropriation of F unds Consider request to accept and appropriate grant from Virginia Department of Criminal J ustice Services. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee met this morning to discuss this request. T he City has been awarded funds to pay for school resource officer positions. T he C ity of Salem Police Department was awarded a grant of $29,792, which will be used to hire a part-time school resource officer. T he grant requires a cash match of $17,610, which is available in the Police Department part-time salaries account. T he C ommittee reviewed the request and recommended appropriating $29,792 in state grant revenue to be used for the part-time school resource officer position. William J ones motioned to accept and appropriate $29,792 in state grant funding for the part-time school resource officer position. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin G.Appropriation of F unds Consider request to amend School C apital Projects Fund budget as approved by the School Board on October 8, 2019. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also discussed this request. T he School Capital Projects Fund budget was amended for fiscal year 2019-2020 by the School Board at their meeting on October 8, 2019. T he Board amended the C apital Projects Fund to appropriate $2,176,666 from the unallocated capital reserve funds, appropriate $650,756 from the unallocated meals tax and appropriate $41,000 from unallocated cafeteria reserves funding for a variety of projects. T he attached memo covers the various appropriation changes. Also included to this memo is the C IP document for the six year period of fiscal years 2021 - 2026. T he C ommittee reviewed the request and recommends approving the School Board’s appropriation change of $2,868,422 to the Capital Projects Fund per the reports submitted. Ms. J ordan noted there are a variety of projects which this is funding but the major ones are: furniture for Salem High School classrooms, resurfacing the 30 year old track at Salem High School, preparing a new classroom for a C T E program at the high school, two special needs buses, etc. She further discussed the other projects included in this request. William J ones motioned to approve the School Board's appropriation change of $2,868,422 to the School C apital Projects Fund and also the School's six year plan. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin H.Appropriation of F unds Consider request to amend School Operating Fund and School Grants Fund budgets as approved by the School Board on October 8, 2019. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee also discussed this request. T he School Operating Fund and School Grants Fund budget were amended for fiscal year 2019-2020 by the School Board at their meeting on October 8, 2019. T he Board amended the Operating Fund to increase revenues and expenditures by $8,536. T hey also amended the Grants Fund to increase revenues and expenditures by $427,901. C ommittee reviewed the request and recommends approving the School Board’s appropriation changes of $8,536 and $427,901 to the Operating Fund and Grants Fund respectively, per the report submitted. William J ones motioned to approve the School Board's appropriation changes of $8,536 to the Operating Fund and $427,901 to the Grants Fund. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin I.Appropriation of F unds Consider request to appropriate additional funding for the Advanced Metering Infrastructure Project. Audit-Finance Committee Mr. J ones noted the A udit Finance C ommittee also discussed this request. T he C ity has received an updated pricing list for the advanced metering infrastructure (A MI) project with updated quantities and prices for the meters. T his updated pricing requires additional funding to be appropriated so that the City can move forward with signing a contract with our vendor. After further evaluation of this contract, C ity staff has recommended the use of outside project management services. With all the changes proposed, additional funding of $750,000 is needed for this project. Staff is proposing to fund this increase from prior year reserves in the Electric Fund and Sewer Fund, using $375,000 from electric reserves and $375,000 from sewer reserves. T he C ommittee reviewed the request and recommends re-appropriating $375,000 from the Electric Fund and $375,000 from the Sewer Fund. William J ones motioned to approve appropriating $750,000 in additional funding ($375,000 from Electric reserves and $375,000 from Sewer reserves) for the A MI System implementation and to authorize the City Manager to execute any documents and contracts. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin J .Appropriation of F unds Consider request to adopt guidelines to administratively appropriate insurance proceeds. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also discussed this request. Various C ity departments receive insurance proceeds when equipment is damaged or totaled as a result of an accident or there is damage to a building. In most cases, the proceeds are used to purchase replacement equipment or repair equipment or facilities. Guidance from the Governmental Accounting Standards Board (G A SB) dictates how proceeds should be reported in the City's Comprehensive Annual Financial Report (C A FR). In order to accommodate these requirements, staff requests that insurance proceeds be administratively appropriated so departments are able to utilize the funds to replace equipment or repair equipment and buildings. Staff requests that this be retroactive so it would be effective J uly 1, 2019, the start of the fiscal year. T he C ommittee reviewed the request and recommends that insurance proceeds be administratively appropriated when received to be spent as specified by the C ity Manager and that it be retroactive to be effective J uly 1, 2019. William J ones motioned to approve that insurance proceeds be administratively appropriated when received to be spent as specified by the C ity Manager and to be retroactive to J uly 1, 2019. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin K.Boards and Commissions Consider appointments on various Boards and Commissions. William J ones motioned to reappoint Reverend C . Todd Hester to the Blue Ridge Behavioral Healthcare Board for a three-year term ending December 31, 2022; to recommend to the C ircuit C ourt to reappoint David Prosser to the Board of Equalization of Real Estate Assessments for a three-year term ending November 30, 2022; to reappoint J ames E. Taliaferro, II, to the Roanoke Valley Broadband Authority for a four-year term ending December 14, 2023; to reappoint Deputy C hief Matt Rickman to the Western Virginia Emergency Medical Services Council for a three-year term ending December 31, 2022; to reappoint William D. J ones, J ames E. Taliaferro, II, and April M. Staton as Members and Byron R. Foley, Rosemarie J ordan, and B. Todd C lingenpeel as Alternates to the Western Virginia Regional J ail Authority for one-year terms ending December 31, 2020; and to reappoint Mike Tyler to the Roanoke Valley Resource Authority Board for a four- year term ending December 31, 2023. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin 5.C losed Session A.Closed Session Hold a closed session in accordance with the provisions of Section 2.2- 3711A(8) of the 1950 C ode of Virginia, as amended, for consultation with legal counsel employed or retained by a public body regarding opioid litigation which requires the provision of legal advice by such counsel. Bill J ones motioned to move to closed session at 7:50 p.m. in accordance with the provisions of Section 2.2-3711A(8) of the 1950 Code of Virginia, as amended, for a discussion with legal counsel employed or retained by the C ity regarding opioid litigation which requires the provision of legal advice by such counsel and Section 2.2-3711A(3) for a discussion or consideration of the acquisition of real property for a public purpose or of the disposition of publicly held property, where a discussion in an open session would adversely affect the bargaining position of the C ity. J ohn Saunders seconded the motion. Ayes: Saunders, J ones, Foley Absent: J ones, Martin William J ones motioned to reconvene at 8:05 p.m. and that in accordance with Section 2.2-3712D of the C ode of Virginia, 1950 as amended to date, C ouncil hereby certifies that in C losed Session only items lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such items identified in the motion by which the Closed Session was convened were heard, discussed, or considered by the Council. J ohn Saunders seconded the motion. Ayes: Foley, J ones, Saunders Absent: J ohnson, Martin 6.Adjournment T he meeting was adjourned at 8:05 p.m.