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HomeMy WebLinkAbout12/12/2016 - City Council - Minutes - Regular UNAPPROVED MINUTES CITY COUNCIL WORK SESSION December 12, 2016 A work session of the Council of the City of Salem, Virginia, was held in the City Manager’s Conference Room, 114 North Broad Street, Salem, Virginia, on December 12, 2016, at 5:30 p.m., there being present the following members of said Council, to wit: Byron Randolph Foley, William D. Jones, Jane W. Johnson, James A. Martin and James L. Chisom; with Byron Randolph Foley, presiding; together with Kevin S. Boggess, City Manager; James E. Taliaferro, II, (absent); Rosemarie B. Jordan, Director of Finance; Tammy H. Todd, Assistant Director of Finance; along with, Courtney Rodgers and Doug Gebhardt of Davenport & Company, LLC, Rob Churchman of Cherry Beckert; 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, Mr. Rogers gave a report on the summary of bids for the General Obligation Refunding Bonds, Series 2017; and WHEREAS, Mr. Churchman gave a report on the Comprehensive Annual Financial Report (CAFR); and Mr. Boggess gave various updates; and WHEREAS, there was no further discussion to be had, Mayor Foley adjourned at 7:17 p.m. ____________________________________ Mayor _____________________________________ Clerk of Council City Council Meeting MINUTES Monday, December 12, 2016, 7:30 PM Council Chambers, City Hall, 114 North Broad Street, Salem, Virginia 24153 1. Call 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, William D. Jones, Vice-Mayor, Councilmembers: Jane W. Johnson, James A. Martin, and James L. Chisom; along with Kevin S. Boggess, City Manager; James E. Taliaferro, II, Assistant City Manager and Clerk of Council (absent); Melinda J. Payne, Director of Economic Development; Rosemarie B. Jordan, Director of Finance; Charles E. VanAllman, Jr., Director of Community Development; Mike Stevens, Communications Director; Crystal L. LaBrie, Executive Secretary to the City Manager; and Stephen M. Yost, City Attorney. 2. Pledge of Allegiance 3. Bid Openings, Awards, Recognitions 4. Consent Agenda A. Minutes Consider approval of the minutes from the Work Session and regular meeting on November 28, 2016. Accepted B. Financial Report Consider acceptance of Statement of Revenues and Expenditures for four months ending October 31, 2016. Mr. Jones asked Mrs. Jordan to explain the difference in the figures as far as revenues based on this year compared to last year. Mrs. Jordan noted if we are looking at the General Fund there is a very big variance between "General Property Taxes." Staff has been working a couple of years on getting this transitioned. Up until this year, taxes were reported when the levy was issued or when the bills were actually printed and issued, we recorded the full levy and an allowance of what we expected to not collect at that point in time. We have elected to switch to where we are recording those revenues as they are collected not with the levy. Throughout the year we will see those numbers become comparable and by June 30th they will be pretty much equal. But right now what we are seeing is what looks like a $10,000,000 adjustment. But, when we think about October 31st, what is the tax collection date? We have not hit the big tax collection date so this is why the revenue is low at this point. On the December statement, we will this number come much closer to what we saw for the prior year. She noted that this change is much easier on staff, and Finance and Technology staff have worked diligently to get this transition done. Further, they have done a fantastic job making this transition. She also noted that she would be glad to help with any questions on this line item. Mr. Chisom noted it seems going forward that we will be able to really tell where we are collective wise versus the old way of doing this. And then each month, we will be able to see exactly where we are and then if we have collection issues or revenue issues, then we will be able to spot those much easier so this is a great change. Mrs. Jordan noted that this is correct and in the past, Council has not been able to see this so this will make it much easier and more transparent as to what our collection rate has been. Received 5. Old Business A. Amendment to Zoning Ordinance Consider the ordinance on second reading at the request of the Salem Historical Society, property owner, for rezoning the property located at 1936 West Main Street. (Tax Map #138-2-7) from RSF Residential Single Family District /HBD Highway Business District to Highway Business District with conditions. (Approved on first reading at November 28, 2016 meeting.) William Jones motioned to adopt the ordinance on second reading rezoning the property located at 1936 West Main Street (Tax Map #138-2-7) from RSF Residential Single Family District /HBD Highway Business District to Highway Business District with conditions (approved on first reading at November 28, 2016 meeting.). James Chisom seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin 6. New Business A. Vacation of Right of Way Hold a public hearing and consider ordinance on first reading to vacate and permanently dispose of a 50' right of way with portions of variable width beginning at a point east of Mountainview Drive to the terminus of the unopened right of way as shown on the attached map. (As advertised in the November 28, and December 5, 2016 issues of The Roanoke Times). Mr. Boggess noted this is a public hearing this evening but he suggested that Council consider appointing a board of viewers to review this for recommendations and that they may want to consider continuing the public hearing this evening so there may be additional public comments at the next meeting. Mayor Foley asked if the City Attorney had any other questions or comments. Mayor Foley opened the public hearing and noted that City Council will continue the public hearing until the next regular meeting because Council will be appointing viewers to review the request. Barbara Reedy Booker of 316 Polar Lane, property owner, appeared before Council. She explained the right of way that is in question is connected to the property that she owns. Her family bought the property in 1953 and it has been in her possession since 1992. Further, the property is not used for anything, and she believes that it is a paper road which was dedicated when the property was an apple orchard. Mayor Foley asked if anyone else was in attendance to speak on the issue. There as no response from the audience. Mayor Foley noted that Council will continue the public hearing portion to the January 9th, 2017, meeting regarding the vacation of this 50' right of way. He asked Mr. Yost if it would have to be advertised again since we are continuing the item. Mr. Yost noted Council can continue the item and if he understands it correctly, the motion will be to continue it to the next meeting and also to appoint three viewers from the viewers list to determine whether the closing of the right of way would affect or cause any inconvenience to any adjacent property owners. James Chisom motioned to continue the public hearing and the consideration of an ordinance on first reading to vacate and permanently dispose of a 50' right of way with portions of variable width beginning at a point east of Mountainview Drive to the terminus of the unopened right of way as shown on the attached map to the January 9th 2017, meeting and also directed staff to appoint viewers from the viewers list to determine whether the closing of the right of way would affect or cause any inconvenience to any adjacent property owners (as advertised in the November 28, and December 5, 2016 issues of The Roanoke Times). Jane Johnson seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin B. Fire Prevention and Protection Ordinance Consider ordinance on first reading to amend Chapter 34, Article I, Section 34-6, Article II, Sections 34-40, 34-41, 34-42 and Section 34-43-34-60, Article III, Section 34-63, Subsections 106.9, 106.10, 107.2, Table, 302.1, 307.1, 307.1.1, 307.2, 307.2.2, 307.2.3, 307.3, 307.3.1.1, 307.4, 307.4.1.1, 307.4.2.1, 307.4.3, 307.5 and appendices pertaining to fire prevention and protection. Mr. Yost noted that he did not have a lot to say about the proposed amendments. He stated that he had received this from Angela Sellers, who is primarily working to update a number of our ordinances. Further, he believes she had contacted the Fire Department and Doug Moore, Fire Marshal, regarding the changes. He has also gone through the changes, and it appears to him that is merely a situation where we are getting our ordinance in compliance with the State Fire Prevention Code, which has already been adopted and been in effect in Salem for many years. This will allow the City of make more stringent requirements than the State Fire Prevention Code. He spoke to Doug Moore regarding the changes, and he concurred that the changes are nothing more than bringing us to the standard of the State Code. This is just administrative and housekeeping. James Chisom motioned to approve the ordinance on first reading to amend Chapter 34, Article I, Section 34-6, Article II, Sections 34-40, 34-41, 34-42 and Section 34- 43-34-60, Article III, Section 34-63, Subsections 106.9, 106.10, 107.2, Table, 302.1, 307.1, 307.1.1, 307.2, 307.2.2, 307.2.3, 307.3, 307.3.1.1, 307.4, 307.4.1.1, 307.4.2.1, 307.4.3, 307.5 and appendices pertaining to fire prevention and protection.. William Jones seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin C. Visitor Parking Program Consider ordinance on first reading amending Chapter 86, Article V, Section 86. Mayor Foley noted that City Council will not take action on this item this evening as they do not have all the information needed at this time. Mr. Yost noted that Council does not need a vote to continue the item as there is no public hearing involved. It can just be placed back on the agenda when they think it is appropriate. D. General Obligation Refunding Bond Consider request to approve Resolution 1307 authorizing the issuance, sale and award of a General Obligation Refunding Bond, Series 2017A. Audit-Finance Committee William Jones noted that the Audit Committee met to discuss the item. Under General Obligation Refunding Bond, the City can effect debt service savings by issuing a series of its general obligation refunding bond to refund on a current basis all or a portion of the outstanding 2007A Bonds and pay the related costs of issuance and refunding. The bond issue will be a principal amount not to exceed $13,000,000. The Committee reviewed the request and recommends the adoption of this resolution authorizing the issuance, sale and award of its general obligation refunding bond, series 2017A in an aggregate principal amount not to exceed $13,000,000. He further noted he will be glad to answer any questions, and Mrs. Jordan may want to add additional information. Mayor Foley noted that Council had discussed this item in their work session. It is the re-issuance of a bond which will result in about $147,000 a year in savings to the City. Mrs. Jordan noted that this is correct. Mr. Jones noted that the total savings will be approximately $1.4M and Mrs. Jordan noted this was also correct. Mr. Martin noted based on the discussions this is a prudent way to manage the City's money and help ourselves as far as the year to year costs. Mayor Foley thanked Mrs. Jordan and staff for the work on this item. William Jones motioned to adopt Resolution 1307 authorizing the issuance, sale and award of a General Obligation Refunding Bond, Series 2017A. Audit-Finance Committee. James Martin seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin E. Appropriation of Funds Consider request to accept and appropriate grant funds received for the Roanoke Valley DUI Task Force. Audit - Finance Committee William Jones stated the Audit Finance Committee met to discuss this item. The City of Salem Police Department has been awarded $141,870 from the National Highway Traffic Safety Administration. This grant will be administered by the Virginia Department of Motor Vehicles (better known as DMV). The project title for this grant is "Roanoke Valley DUI Task Force." This grant is a cooperative effort of law enforcement agencies including the Cities of Salem and Roanoke, the County of Roanoke, and the Town of Vinton. For fiscal year 2017, this grant is budgeted to cover the purchase price for one police vehicle, operating supplies, uniforms and salary and benefits for one police officer for the City of Salem. The Committee reviewed the request and recommends accepting the grant from DMV and appropriating $141,870 for the Police Department's state grant account. William Jones motioned to accept and appropriate grant funds received for the Roanoke Valley DUI Task Force. Audit - Finance Committee. James Martin seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin F. Comprehensive Annual Financial Report Receive presentation regarding the Comprehensive Annual Financial Report for the year ended June 30, 2016. Mayor Foley noted that the auditor from Cherry Bekaert was present at Council's work session and presented his findings so Council has heard all the details. He noted that this document will be posted on the City's website for the public's review. Mrs. Jordan noted that Rob Church, partner with Cherry Bekaert, presented a more detailed report to City Council and staff this evening. One of the requirements is that City Council officially accepts the report. After it is accepted, it will be posted on the City's website for anyone who would like to review the report. Mr. Boggess noted that it was a clean, unmodified opinion which is the highest ranking. Mr. Martin noted that he is pleased with the positive comments received from the auditor about City staff's capabilities in reporting our financial duties. He thanked staff for all the work they are doing. Jane Johnson motioned to accept the presentation regarding the Comprehensive Annual Financial Report for the year ended June 30, 2016. James Martin seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin G. Abstract of Votes Receive Abstract of Votes cast at the General and Special Election held on November 8, 2016. Mr. Jones asked if City Council just needed to accept the Abstract of Votes, and Mr. Yost noted that the report has been submitted for them to accept and nothing is required. The Abstract of Votes was accepted as presented. H. Boards and Commissions Consider appointments to various boards and commissions. Mayor Foley noted that a list of candidates and openings that are available was in the meeting packet. Mr. Jones asked the Mayor if he had spoken with the two candidates for the Economic Development Authority openings, and Mayor Foley noted that he had personally spoken to each of the candidates. William Jones motioned to appoint David Thornhill and Todd Parsons as full term members with four year terms to the Economic Development Authority (EDA) with term ending December 31, 2020. Jane Johnson seconded the motion. Ayes: Chisom, Foley, Johnson, Jones, Martin 7. Closed Session A. Closed Session Hold a closed session pursuant to provisions of Section 2.2-3711 A (3) of the 1950 Code of Virginia, as amended, to discuss properties the City may wish to buy. William Jones motioned to move to closed session pursuant to provisions of Section 2.2-3711A(3) of the 1950 Code of Virginia, as amended, to discuss property the City may wish to purchase. Jane Johnson seconded the motion. 8. Adjournment William Jones motioned to reconvene at 8:00 p.m. and that in accordance with Section 2.2-3712D. of the Code of Virginia, 1950 as amended to date, Council hereby certifies that in Closed 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. Jane Johnson seconded the motion. The meeting adjourned at 8:01 p.m.