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HomeMy WebLinkAbout9/14/2015 - City Council - Minutes - RegularUNAPPROVED MINUTES CITY COUNCIL WORK SESSION September 14, 2015 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 August 24, 2015, at 6:30p.m., there being present the following members of said Council, to wit: Byron Randolph Foley, John C. Givens, Jane W. Johnson, William D. Jones, and Lisa D. Garst; with Byron Randolph Foley, presiding; together with Kevin S. Boggess, City Manager; Rosie Jordan, Director of Finance; Angela Sellers, Director; Melinda Payne, Director of Planning and Economic Development; Benjamin Tripp, Planner; and Mary Ellen Wines, Zoning Administrator; 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, a discussion was held regarding the book of rates; and WHEREAS, a discussion was held regarding delinquent real estate taxes; and WHEREAS, a discussion was held regarding Urban Development Areas; and WHEREAS, a discussion was held regarding awnings; 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 7:25p.m. ____________________________________ Mayor _____________________________________ Clerk of Council UNAPPROVED MINUTES COUNCIL MEETING September 14, 2015 A regular meeting of the Council of the City of Salem, Virginia, was held in Council Chambers, City Hall, 114 North Broad Street, on September 14, 2015, at 7:30 p.m., there being present the following members of said Council, to wit: Byron Randolph Foley, John C. Givens, Jane W. Johnson, William D. Jones, and Lisa D. Garst, with Byron Randolph Foley, Mayor, presiding; together with Kevin S. Boggess, City Manager; James E. Taliaferro, II, Assistant City Manager and Clerk of Council; Rosie Jordan, Director of Finance; Mary Ellen Wines, Zoning Administrator, Charles E. Van Allman Jr., City Engineer, and Stephen M. Yost, City Attorney; and the following business was transacted: The August 24, 2015, work session and regular meeting minutes were approved as written; and The financial report through August 31, 2015, was received and ordered filed; and WHEREAS, Mayor Foley requested Council consider request to accept and appropriate grant funds received from the Virginia Office of the Attorney General; and WHEREAS, Vice Mayor Givens, Chair of the Audit Finance Committee stated the City of Salem has been awarded $1,000 through the Triad Grant Program administered by the Office of the Attorney General; Triad is a cooperative effort of law enforcement agencies, senior citizens and senior organizations focused on reducing crimes against older citizens; grant funds will be used to establish a Triad Chapter in the City of Salem; the Police Department will collaborate with the Senior Center to host the chapter; no matching funds are required; this Committee recommends acceptance and appropriation of grant funds received from the Virginia Office of the Attorney General; and WHEREAS, Councilwoman Johnson questioned what types of activities are planned for senior citizens; and WHEREAS, Mr. Boggess stated, Triad is an organization that will seek grants to help provide for seniors needs such as assistance for those suffering with Alzheimer’s disease and provide information for example, on how to avoid senior scams; and WHEREAS, Councilwoman Garst requested that the necessary resources and training relating to seniors be provided to the Police Department as they are given more community level responsibilities; and ITEM 1 APPROPRIATION OF GRANT FUNDS IN THE AMOUNT OF $1,000 RECEIVED FROM THE VIRGINIA OFFICE OF THE ATTORNEY GENERAL ON A MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, the request to appropriate grant funds received through the Triad Grant Program administered by the Office of the Attorney General was approved – the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested Council consider request to accept and appropriate the Pre-Disaster Mitigation Grant from FEMA; and WHEREAS, Vice Mayor Givens stated the City of Salem has been awarded $31,191 in funds from FEMA for the Pre-Disaster Mitigation Grant Program; the grant is funded through the Federal Emergency Management Agency (FEMA), but will be administered by the Virginia Department of Emergency Management (VDEM). Funds will be used for the acquisition and demolition of property at 918 S. Market Street; the project must be completed by September 30, 2016, and a local match of 25% is required, a portion of which would be provided by staff time spent on the project; the remaining amount required is available in the Engineering operating budget; and WHEREAS, Vice Mayor Givens asked Mr. Van Allman if all the funds are not used will the amount needed be granted; and WHEREAS, Mr. Van Allman stated we will have a total project cost that includes acquisition, demolition, labor costs and any associated costs for a grand total, and FEMA will provide 75% of those funds not to exceed the amount of funds awarded; and WHEREAS, Mr. Jones added, the City proportion is up to $3,000.00; and WHEREAS, Mr. Van Allman confirmed that amount; and ON A MOTION MADE BY VICE-MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, the request to accept and appropriate the Pre-Disaster Mitigation Grant from FEMA and a local match of 25% is hereby approved– the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council consider request to administratively appropriate police investigation funds; and WHEREAS, Vice Mayor Givens stated the City of Salem Police Department is an active member of the Roanoke Valley Regional Drug Initiative which consists of local, state, and federal law ITEM 2 ACCEPTANCE AND APPROPRIATION OF $31,191 IN PRE-DISASTER MITIGATION GRANT FUNDS FROM FEMA ITEM3 ADMINISTRATIVE APPROPRIATION OF POLICE INVESTIGATION FUNDS enforcement agencies. The Roanoke Valley Regional Drug Unit (RVRDU) applies for federal funding through a program known as HIDTA (High Intensity Drug Trafficking Area); the RVRDU works in conjunction with the Baltimore- Washington HIDTA group and at times will receive reimbursement from the federal government for investigative expenses; reimbursement from HIDTA will depend on approval from the Baltimore-Washington office; this Committee recommended to administratively appropriate police investigation funds; and WHEREAS, Councilman Jones requested Mrs. Jordan explain how the money is reimbursed and used; and WHEREAS, Mrs. Jordan stated these funds are recouped as a result of investigations; we are requesting that the money received continually rolls over so that it may be used in perpetuity for this task force as long as in existence; as of June 30, 2015, $1,561.00 had been received and we wish to rollover this amount; and WHEREAS, Vice Mayor Givens asked would this decision for funds rollover be permanent or up for review annually; and WHEREAS, Mrs. Jordan requested to have administrative rights and the authority to rollover said funds if available each year without presenting to Council for approval; and ON A MOTION MADE BY VICE-MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, the request to administratively appropriate police investigation funds was hereby approved-- the roll vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council consider adopting guidelines to administratively appropriate proceeds from the sale of equipment valued under $1,000.00; and WHEREAS, Mr. Givens stated, various City departments sell equipment that is no longer used and usually past the end of its useful life; GovDeals is an on-line auction established specifically for governments to use to dispose of surplus equipment; this is the method most often used by the City to dispose of surplus equipment and is managed by the Street Department. Auction proceeds are paid to the City, net of an administrative fee; this Committee recommended adoption of guidelines to administratively appropriate proceeds from the sale of equipment; and WHEREAS, Mrs. Jordan explained, the funds received when items are sold on GovDeals are typically valued in the range of $25 to $50, up to a few thousand dollars; what we are requesting is for the funds from these sales to be administratively appropriated by staff to the department the item(s) originated to be used in future purchases of items; this may be an encouragement for the removal of outdated, unused items to allow for future purchase of needed small items when funds are not readily available. As long as the items are individually valued under $7,000.00, we ask the City Manager to have the authority to appropriate the money to that department; any amount over that threshold we would present to Council to appropriate; and WHEREAS, Councilman Jones asked that an annual summary would be provided each year as to what has taken place; and WHEREAS, Councilwoman Garst added it is a smart move that incentivizes the departments for maintenance and turn over; and WHEREAS, Mayor Foley asked how it was appropriated in the past or did it just not happen often; and WHEREAS, Mrs. Jordan stated the money had just gone back into the account for the sale of miscellaneous equipment and no one had access to use it; on the other hand you will see some localities selling items on GovDeals that, in our opinion, are still useful; other localities are getting rid of items more often than we are; and WHEREAS, Councilwoman Johnson asked if only government entities could purchase from GovDeals; and WHEREAS, the group response was any one can purchase; items are open to anyone seeking to buy and there are good deals; and ON A MOTION MADE BY VICE-MAYOR GIVENS, SECONDED BY COUNCLILMAN JONES, AND DULY CARRIED, the request to adopt guidelines for the City Manager to administratively appropriate proceeds from the sale of equipment valued under $7,000.00 back to the originating department for future item purchases was approved – the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council consider setting bond for physical improvements and erosion and sediment control for the Craig Avenue Subdivision project; and ITEMS 4 ADOPTED GUIDELINES TO ADMINISTRATIVELY APPROPRIATE PROCEEDS FROM THE SALE OF EQUIPMENT BACK TO THE ORIGINATING DEPARTMENT WHEREAS, Vice Mayor Givens stated the Committee reviewed the estimate for physical improvements and erosion and sediment control measures for the Craig Avenue Subdivision project. This Committee concurs with the Engineering Department’s recommendation that bond be set in the amount of $7,425.00 with a time limit of twelve (12) months for completion; and WHEREAS, Vice Mayor Givens asked Mr. Van Allman if the project was for the erosion and sediment pond for this property; and WHEREAS, Mr. Van Allman answered yes, this is the former estate of Katherine Clark Surface and it is going to be developed by Michael Garst; it was on the lower threshold of what we would require for storm water management; so what they want to do is divide the lots off and sell them; one condition is that it needed a storm water management facility; so to subdivide the property and record the plat, this facility needed to be built, and by doing so we have created the bond; therefore they are required to build this facility before building anything else; and WHEREAS, Mr. Boggess asked if it’s a sub-division into three residential lots; and WHEREAS, Mr. Van Allman responded yes; there is an existing house on the property and the subdivision will divided it into four lots; one lot has an existing house, the other three can be either sold or developed by the developer; and WHEREAS, Mayor Foley asked where is the property located on Craig Avenue; and WHEREAS, Mr. Van Allman answered the property is located north of North Mill Lane on the east side, just past the convenience store on the right; and WHEREAS, Mrs. Garst stated, for the record, the owner of the project is Michael Garst and has no business nor family relation to her; and WHEREAS, Mr. Jones stated Mr. Garst has to comply with said requirements before any permits can be issued; and ITEM5 BOND SET IN THE AMOUNT OF $7,425 FOR PHYSICAL IMPROVEMENTS AND EROSION AND SEDIMENT CONTROL FOR CRAIG AVENUE SUBDIVISION PROJECT ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES AND DULY CARRIED, the bond for physical improvements and erosion and sediment control for the Craig Avenue Subdivision project with the stipulation of a storm water management facility being constructed was approved; -- the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council consider appointments to fill vacancies on various boards and commissions; and ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, Rosie Jordan was appointed as Chairwoman; Tammy Todd as Alternate; Benjamin Tripp as Full Member; and Jay Taliaferro as Second Alternate, for the CPMT without term limitation; --the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED - Councilwoman Johnson recommended reappointing Lisa Garst for a three-year term to the Roanoke Valley Alleghany Regional Commission; her current term expired June 30, 2015, and this term would expire June 30, 2018; Vickie Daulton for a four- year term to the Planning Commission and the NPDES Citizen’s Committee for a four- year term; current term expired July 26, 2015, and the new term would expire July 26, 2019; -the roll call vote: Lisa D. Garst – aye, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye ON MOTION MADE BY VICE MAYOR GIVENS, AND SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, in accordance with Section 2.2-3711 A. of the Code of Virginia, 1950 as amended to date, Council convened to Closed Session at 7:46 p.m. for the purpose of discussing the following specific matter: 1. Discussion of a personnel matter pertaining to performance and evaluation, which is authorized by Section 2.2-3711 A(1) of the Code of Virginia, 1950 as amended to date; and -- the roll call vote: all present aye. Upon reconvening at 8:56 p.m.; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY ITEM6 CONSIDER APPOINTMENTS TO FILL VACANCIES ON VARIOUS BOARDS AND COMMISSIONS COUNCILWOMAN JOHNSON, AND DULY CARRIED, in accordance with Section 2.2-3711 A(1) and Section 2.2-3711 A(3) 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 -- the roll call vote: all present - aye. There being no further business to come before the Council, the same on motion adjourned at 8:56 p.m.