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HomeMy WebLinkAbout6/24/2019 - City Council - Minutes - RegularUNAPPROVED MINUTES CITY COUNCIL WORK SESSION June 24, 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 June 24, 2019, at 6:30 p.m., there being present all the following members of said Council, to wit: Byron Randolph Foley, William D. Jones, Jane W. Johnson, James A. Martin, 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; Mike Tyler, Director of Street and General Maintenance Department; John Shaner, Director of Parks and Recreation; Carey Harveycutter, Director of Tourism; Alan Seibert, Salem City Schools Superintendent; Crystal L. Williams, Assistant to the City Manager; Judy Hough, Deputy City Clerk; Will Simpson, City Engineer; 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, Lee Wilhem, Chair of the Board ; Landon Howard, President; and staff from Visit Virginia’s Blue Ridge gave a presentation and update to Council on all the work currently underway with the organization; and WHEREAS, Mike Tyler and Alan Seibert gave Council an update regarding the Salem High School project; and WHEREAS, there were no other topics for discussion; and There being no further business to come before the Council, the work session was adjourned at 7:27 p.m. ____________________________________ Mayor _____________________________________ Clerk of Council Ci ty Counci l Meeti ng M INUTES Monday, June 24, 2019, 7:30 P M 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 7:38 p.m., there being present the following members to wit: Byron Randolph Foley, Mayor, J ane W. J ohnson, Vice-Mayor, Council members: William D. J ones, J ames A. Martin, 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 C ouncil; Rosemarie B. J ordan, Director of Finance; Mike Stevens, Communications Director; William L. Simpson, J r., C ity Engineer; J udy Hough, Deputy City C lerk; and Stephen M. Yost, C ity Attorney. 2.Pledge of Allegiance 3.C onsent Agenda A.Minutes Consider acceptance of the minutes from the J une 10, 2019, regular meeting. Accepted as presented 4.Old Business A.Downtown Salem Urban Dev elopment Area Hold public hearing to consider adopting Resolution of Recommendation 1362 regarding T he Downtown Salem Urban Development Area (UD A) Study and for amending the “Comprehensive Plan of the City of Salem, Virginia” to reflect the addition. (Continued from the May 28, 2019, meeting; see Page 1 Planning Commission minutes.) STA FF REPO RT Mayor Foley noted that this item was continued from the May 28, 2019, meeting and the Planning C ommission has recommended approval of Resolution 1362. Benjamin Tripp, City Planner, appeared before C ouncil to explain the request. He noted that J osh Penn and Max Pastore of Rhodeside & Harwell, the consultants for the study, were present. He stated that the document is a study of the Downtown Salem Urban Development area. Urban development areas are a planning tool that were developed as a part of the Smart Scale process and part of the Virginia Transportation plan to identify small local areas where there are growth and infrastructure needs. Downtown Salem is one of those areas. T he C ity has taken advantage of a grant program through the state three times to identify UD As in Salem and to do the additional planning work needed. T his document is a followup of ideas and issues that were identified during the Downtown Plan. T he ideas contained in the document are things to think about and to guide other policy making and future endeavors the C ity might have with respect to the downtown area. Vice Mayor J ohnson noted it is neat to get the perspective of those who did not grow up in the area. She thinks a lot of the ideas and suggestions are very innovative. She appreciates the work that the consultants did on this project. Mr. Martin noted that this is a great document. He asked if this will help the C ity to pursue other opportunities, grants or other development-type programs. Mr. Tripp noted that this is correct, and he further discussed the study and grant opportunities. Mayor Foley noted that this is a public hearing and asked if anyone would like to speak regarding this request. T here was no response, and the public hearing was closed. William J ones motioned to adopt Resolution 1362 regarding the Downtown Salem Urban Development Area (UD A) study and for amending the "Comprehensive Plan of the C ity of Salem, Virginia" to reflect the addition. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders B.Budget Ordinance Consider ordinance on second reading adopting the budget for the 2019-2020 fiscal year. William J ones motioned to adopt an ordinance on second reading adopting the budget for the 2019-2020 fiscal year. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders C .Budget Appropriation Ordinance Consider ordinance on second reading appropriating funds for the 2019-2020 fiscal year budget. J ane J ohnson motioned to adopt an ordinance on second reading appropriating funds for the fiscal year 2019-2020 budget. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders 5.New Business A.Recognition of the City of Salem Presentation of plaque from the Cardinal Criminal J ustice Academy in recognition of the City of Salem for 35 years of continuous support. Kip Vickers, Executive Director of Cardinal Criminal J ustice Academy, appeared before C ouncil. He noted that once a year they have meeting of their governing council, which is comprised of 36 jurisdictions. Over the course of thirty some years they have always issued a letter thanking the C ity for the support. Since it has been 35 years, they decided to they wanted to do something different this year so they did a plaque. He then presented the plaque to C ity Council, Rosie J ordan and Mike Tyler thanking them for their support. B.Salem P olice Department National Accreditation Receive presentation from the C ommission on Accreditation for Law Enforcement (C A LEA) on the recent accreditation of the Salem Police Department. Laura Saunders, Regional Program Manager for the Mid-Atlantic region, with the C ommission on Accreditation for Law Enforcement (C A LEA) appeared before C ity Council. On behalf of the C A LEA commission chair, executive director, and the full board of C ommissioners, she thanked C ouncil for letting her present the accreditation award to the Police Department. C A LEA was created in 1979 when the founding organizations of the International Association of C hiefs of Police, the National Association of Black Law Enforcement Executives, the National Sheriffs Association, and the Police Executive Research Forum recognized a need within the law enforcement community to develop professional standards to enhance the deliver of police services to citizens throughout the communities that they served. T his is C A LEA's 40th anniversary year and since its inception C A LEA has accredited agencies through standards developed by many of the best public safety practitioners and leaders of our time. Gaining internationally accredited status is a distinction held by very few. T he purpose of C A LEA's accreditation is to improve the delivery of public safety services primarily by maintaining a body of standards. She further discussed the standards for C A LEA's accreditation process. T he Salem Police Department has demonstrated this commitment to excellence and that they are willing to grow and improve by dedicating the resources to the C A LEA process. Further, their participation is minimizing their exposure to liability. T hey are exhibiting accountability to the public, and they are working to guarantee professional management practices. Based on the goals and the mission of C A LEA, there is no better time to present this accreditation certificate than at a public meeting where all can recognize the hard work and commitment of the Salem Police Department. She further discussed the certificate and the review process for the Police Department. T he framed C A LEA accreditation certificate was then presented to Chief Mike Crawley, Deputy C hief Derek Weeks, C aptain Todd C layton and Sergeant Todd Cheyney. C hief Mike C rawley appeared before Council noting that a little over two years ago he came before C ouncil and city administration during work session and discussed the accreditation process. He noted that this was a new challenge for them. He is thankful that he can come before C ouncil today and say that they completed the challenge. He thanked C ity Council for the opportunity to acknowledge his staff. He further discussed the accreditation process. C ouncil congratulated C hief C rawley and his staff for obtaining this national accreditation and for keeping the community safe every day. C .2018-2019 Annual Audit Consider closing certain C ity offices to the public on Monday, J uly 1, 2019, to facilitate the annual audit. (C ommissioner of the Revenue, Finance, Treasurer and Utility C ollections) Mr. Taliaferro noted the City operates on a fiscal year that runs J uly 1st to J une 30th. In order to help close out the books for the year, the request is to close these offices for dealing with the public, but all employees would be there working behind the scenes to close everything out. It was noted that only the Commissioner of the Revenue and Treasurer's offices would be closed to the public. William J ones motioned to close the C ommissioner of the Revenue and Treasurer's offices to the public on Monday, J uly 1, 2019, to facilitate the annual audit. J ohn Saunders seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders D.Roanoke Valley Resource Authority Budget Consider approval of the 2019-2020 annual budget for the Roanoke Valley Resource Authority. Mr. Taliaferro noted Dan Miles from the Resource Authority was here previously and presented the budget for the fiscal year 2019-2020. T he service agreement with the Authority requires all the participating localities to approve the budget so the request is for the C ity to approve their budget for the upcoming fiscal year. William J ones motioned to approve the 2019-2020 annual budget for the Roanoke Valley Resource Authority. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders E.Job Classes and P ay Ranges 2019-2020 Consider adoption of Resolution 1358, amending the schematic list of job classes and pay ranges previously set forth on May 14, 2018, to be part of the 2019-2020 fiscal year budget. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee met this morning to discuss this request. T he City annually approves the schematic list of job classes and the pay scale that is included in the budget. T he proposed pay scale reflects changes an increase of 1% for each pay range. T hese changes are incorporated in the FY 2019- 2020 budget. T he C ommittee reviewed the request and recommends adoption of Resolution 1358 for the C ity J ob Class List and Pay Scale for FY2019-2020. William J ones motioned to adopt Resolution 1358 amending the schematic list of job classes and pay ranges previously set forth on May 14, 2018, to be part of the 2019-2020 fiscal year budget. J ohn Saunders seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders F.Miscellaneous F ees - 2019 Consider the adoption of Resolution 1359 related to Miscellaneous Fees for 2019. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also discussed this request. T he City is adopting and reaffirming rates in relation to miscellaneous fees effective as of J uly 1, 2019. Proposed changes are in the dumpster collection fees and trash service fee. All other fees will remain unchanged. T he Committee reviewed the request and recommends adoption of Resolution 1359 amending the Miscellaneous Fees for 2019. William J ones motioned to adopt Resolution 1359 related to Miscellaneous Fees for 2019. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders G.Book of Rates - 2019 Consider the adoption of Resolution 1360 regarding the Book of Rates for 2019. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also reviewed this request. T he City establishes its rates and fees, regulated by the C ode of Virginia, Salem City C ode and locally-elected officials of the City for the benefit of its residents and businesses. T he attached Book of Rates and Fees has been hereby amended in compliance with the above codes and terms and conditions. T he C ommittee reviewed the request and recommends the adoption of Resolution 1360 amending the Book of Rates and Fees for the 2019-2020 fiscal year. William J ones motioned to adopt Resolution 1360 regarding the Book of Rates for 2019. J ohn Saunders seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders H.Salem School Div ision Budget Consider adoption of Resolution 1361 approving the Salem C ity Schools fiscal year 2019-2020 budget. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also discussed this request. T he Salem C ity Schools budget was approved by the School Board on March 26. T he approval of the F Y 2019-2020 budget for Salem C ity Schools is being requested to fulfill our legal requirement of adopting the budget. T he budget is prepared for informative and fiscal planning purposes only and does not actually commit or appropriate funds for expenditure. T he C ommittee reviewed the request and recommends approving Resolution1361 adopting the Salem C ity Schools 2019- 2020 budget. William J ones motioned to adopt Resolution 1361 approving the Salem C ity Schools fiscal year 2019-2020 budget. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders I.Appropriation of F unds Consider request to amend School C apital Projects Fund as approved by the School Board on J une 11, 2019. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee also discussed this request. T he C apital Projects Fund budget was amended for fiscal year 2018-2019 by the School Board on J une 11, 2019. T he Board amended the fund to appropriate $95,300 from the unallocated capital reserve funds for the roof replacement of the small gym at Salem High School. T his area continues to have substantial leaks that can no longer be repaired. T his was identified in the roof study completed this past spring, where this area was noted as a critical area of concern. T he C ommittee reviewed the request and recommends appropriating $95,300 to the School C apital Projects Fund. William J ones motioned to amend the School C apital Projects Fund as approved by the School Board on J une 11, 2019. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders J .Appropriation of F unds Consider request to appropriate revenue from property rental. Audit - Finance Committee Mr. J ones stated the Audit Finance Committee also discussed this request. T he Rental of General Property account adopted budget was based on rent received from the lease of a pole attachment. During FY2019, the rent for this particular lease increased by $276.98 per month. In addition, the C ity entered into five additional leases of office and residential space at a total of $2,475 per month. Overall, additional rent of $18,763 will be received in the current fiscal year. T he C ommittee reviewed the request and recommends appropriating the $18,763 in revenue from property rental. William J ones motioned to appropriate $18,763 revenue from property rental to rental property maintenance. J ohn Saunders seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders K.Appropriation of F unds Appropriate additional revenue and capital funding. Audit - Finance C ommittee Mr. J ones noted the Audit Finance Committee also reviewed this request. As economic conditions have improved and interest rates have gone up, the C ity has recognized interest earnings in excess of the amount budgeted. Excess funding of $124,112 will be used to purchase a new work order system for the Street Department, C ityWorks, which will be used by all divisions except the Garage. T his new work order system will replace an in-house developed program and greatly improve tracking of projects and daily work of the Street Department. In addition, $27,473 will be transferred to the C ivic Center Fund for overhauling the cooling tower. T he Committee reviewed the request and recommends appropriating $151,585 in interest revenue to purchase software and maintenance items, which were not included in the current budget. William J ones motioned to appropriate the $151,585 in interest revenue to purchase software and maintenance items, which are not included in the current budget. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders L.P reston P lace P arking E xpansion Consider setting bond for erosion and sediment control and landscaping for Preston Place Parking Expansion located at 1936 West Main Street. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee also discussed this request. T he C ommittee reviewed the estimate for erosion and sediment control and landscaping for Preston Place Parking Expansion located at 1936 West Main Street. T he C ommittee concurs with the C ity Engineer’s office recommendation that bond be set in the amount of $4,169 and a time frame for completion set at twelve (12) months. Mr. Simpson noted that they are adding additional parking at this facility. T hey are running out of room and will be expanding on the other side of the property towards the Go-Mart. T he parking will like the existing parking on the west side of the property. William J ones motioned to approve the bond for erosion and sediment control and landscaping for the Preston Place Parking Expansion located at 1937 West Main Street. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders M.Appropriation of F unds Appropriate additional funding for Civic C enter roof replacement. Audit - Finance Committee (Supplemental I tem) Mr. J ones noted the Audit Finance Committee also reviewed this request. Bonds were issued in February 2019 to cover a variety of projects, including $265,000 for the C ivic Center roof replacement. Bids have been received for this project and are substantially higher than previous estimates. An additional $234,911 is needed to cover the cost of the roof replacement, including a 30-year warranty and asbestos removal. Funding will be appropriated from General Fund Contingency to cover the additional cost of roof replacement. T he C ommittee reviewed the request and recommends appropriating $234,911 to cover the additional cost of the roof replacement. William J ones motioned to approve appropriating $234,911 to cover the additional cost of the roof replacement. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders N.Executiv e Search F irm Contract Consider awarding contract for an executive search firm for the C ity Manager position. Mayor Foley noted that he believes there are two issues: 1) do we want to use an executive search firm or 2) do we want do the search in house or whatever the process may be. He believes C ouncil needs to discuss these issues, if they have any comments regarding the process. If the majority would like to use an executive search firm, then which firm do we want to use. For the public's information, staff provided at least seven or eight firms that they found which are located in the state. If we decide to go this direction, it is thought to use a firm that has been used by another locality where we can "piggyback". It is a cooperative contract where we essentially use the research they have done to utilize the contract versus having to go through an RFP process ourselves. T his is done frequently in all types of purchases throughout the state. He noted he had found a firm, also. He asked Council do we want to use one of these firms and asked for comments. Mr. J ones noted that he believes that we have promised the citizens we will conduct a search for candidates for the City Manager position. He stated just to put everyone at ease, Mr. Taliaferro is a candidate for the position. He believes that at the same time as looking for a C ity Manager, they need to also look for an Assistant C ity Manager. We owe this to the citizens to do some research for these positions. Mrs. J ohnson noted she agrees with Mr. J ones and believes that this is professional way to handle the situation. We do owe it to the citizens to assure them that we have made a search and also to redefine what we are looking for in this leadership role. T his will give them the opportunity to get the two best qualified candidates in the top two positions for the C ity. She believes we need to go in this direction with a professional search firm. Mr. Martin asked with all the research we received from the other localities and the proposals they received, do we know if the other localities tried to use their internal human resources department to do their own recruiting effort? Mr. J ones noted that the city of Staunton did this with a retired human resources person. He believes that they charged maybe $60 an hour for their services. Mr. Saunders noted that he personally appreciates the Mayor's leadership in this process as he tends to lean towards city staff and the promotion ladder. But in this case, he believes the due diligence is to hire an outside firm and look at everybody and see what we can come up with. He has no problem with the firm that Mayor Foley has graciously researched for C ouncil. Mr. Martin noted that he agrees with this statement, and he liked the earlier comments. We have great people here already so they will certainly be a part of this process. Mayor Foley noted that he believes this is the right process to go through. It is no way reflective upon Mr. Taliaferro or his performance over the past few months. In fact if he is the one who ends up being the candidate selected, this just gives him more credibility and legitimacy versus just being hand picked and not going through a process. It was noted that the City's Human Resources Department would like to remove themselves from this process since they would like to remain unbiased. T here was further discussion regarding using an executive search firm for the C ity Manager position. Mayor Foley asked if they needed to vote to go through the process. Mr. Yost noted if they feel like it and it appears to be the consensus of the C ouncil that we proceed, then he believes the action that needs to be taken is C ouncil will enter into a contract at some point in time with some entity to do this particular job. William J ones motioned to approve a contract with GovHR USA to conduct executive recruitment services for the C ity of Salem in accordance with the proposal dated J une 19, 2019, and to authorize the Mayor to execute the document. J ane J ohnson seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders 6.C losed Session 7.Adjournment T he meeting was adjourned at 8:24 p.m.