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HomeMy WebLinkAbout12/9/2013 - City Council - Minutes - RegularUNAPPROVED MINUTES CITY COUNCIL WORK SESSION December 9, 2013 A work session of the Council of the City of Salem, Virginia, was held in the City Manager’s Conference Room, City Hall, 114 North Broad Street, Salem, Virginia, on December 9, 2013, at 6:30 p.m., there being present the following members of said Council, to wit: Byron Randolph Foley, John C. Givens, Jane W. Johnson, and William D. Jones (Lisa D. Garst – absent); with Byron Randolph Foley, Mayor, presiding; together with Kevin S. Boggess, City Manager; James E. Taliaferro, II, Assistant City Manager and Clerk of Council; and Rosie Jordan, Director of Finance, and Krystal M. Farmer, Deputy Clerk of Council; 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 First Day Introduction Requirements; and WHEREAS, the Director of Finance gave a presentation regarding the CAFR; 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 UNAPPROVED MINUTES COUNCIL MEETING December 9, 2013 A regular meeting of the Council of the City of Salem, Virginia, was held in Council Chambers, City Hall, 114 North Broad Street, on December 9, 2013, 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, and William D. Jones (Lisa D. Garst – absent); with Byron Randolph Foley, Mayor, presiding; together with Kevin S. Boggess, City Manager; James E. Taliaferro, Assistant City Manager and Clerk of Council; Charles E. Van Allman, Jr., City Engineer; Mike Stevens, Communications Director; Rosie Jordan, Director of Finance; and Stephen M. Yost, City Attorney; and the following business was transacted: The November 25, 2013, work session and regular meeting minutes were approved as written. The report by the Director of Finance of the City’s financial status for a four-month period ending October 31, 2013, was received and ordered filed. Mayor Foley requested that Council receive presentation from the Roanoke Valley Convention and Visitors Bureau (RVCVB) of the 2013 Southeast Tourism Society’s Governmental Tourism Leadership Shining Example Award; and WHEREAS, Landon Howard, Lee Wilhelm, and Carey Harveycutter appeared before the Council to make a presentation of a prestigious award; Mr. Wilhelm stated that at the 30th Annual Southeastern Tourism Society Shining Example Awards Banquet recognizing the best, professional tourism and representing twelve southeastern states, the City of Roanoke, the City of Salem, and Roanoke County elected officials proudly accepted a Shining Example Award in November for their governmental tourism leadership; this stems from their recent investment in tourism and funding to the Roanoke Valley CVB to carry out the big vision of the valley; the Governmental Tourism Leadership Award was accepted by Roanoke City Mayor David Bower, Salem City Mayor Randy Foley, and Roanoke County Vice Chairman Charlotte Moore; the three governments united to support the Roanoke Valley CVB in its new tourism brand Virginia’s Blue Ridge; working collaboratively to invest in the CVB’s efforts to market this region which is all about building a regional destination for Virginia’s Blue Ridge to create jobs, to foster economic impact, and to bring economic prosperity to our metro/mountain mix of western Virginia; the economic impact of tourism is big business in Virginia’s Blue Ridge and is essential to our region’s economic ITEM 1 PRESENTATION FROM RVCVB OF 2013 SOUTHEAST TOURISM SOCIETY’S GOVERNMENTAL TOURISM LEADERSHIP SHINING EXAMPLE AWARD 2 vitality sustainability and profitability; during 2012, tourism spending and room sales reached a new record high for our region, including the cities of Roanoke and Salem, and the counties of Botetourt, Franklin, and Roanoke; $730 million were spent by visitors, an increase of 3.8 percent from 2011; 7,236 jobs exist in the tourism business in the area, and $52 million in state/local tourism related taxes were collected; the best work in travel and tourism wins the Shining Example Award and winners are examples that others in the industry can follow; during its 30-year history, the Southeastern Tourism Society has awarded the Governmental Tourism Award to a group of very prestigious officials, usually saved for elected officials; there have been eight governors and lieutenant governors, two first ladies, and eleven senators and congressmen who have received the award; this is the first time the award has been given to a combination of localities; Mr. Wilhelm then presented Council with the Shining Example lantern; he also presented Council with a photograph from the event; he thanked Council for its support; and WHEREAS, Council thanked Mr. Wilhelm, Mr. Howard, Mr. Harveycutter, and the Roanoke Valley Convention and Visitors Bureau for its efforts; THEREUPON, presentation was received. Mayor Foley reported that this date and time had been set to hold a public hearing and consider adopting Resolution 1243 authorizing the issuance of up to $7,275,000 in general obligation bonds; notice of such hearing was published in the November 27 and December 3, 2013, issues of The Roanoke Times, a newspaper having general circulation in the City of Salem; and WHEREAS, Vice Mayor Givens, Chair of Council’s Audit-Finance Committee, reported that the Committee reviewed Resolution 1243 authorizing the issuance and sale of $7,275,000 in General Obligation Bonds; the purpose of these bonds is to finance the cost of certain infrastructure projects and equipment including the construction and equipping of the new South Salem Elementary School, the City’s portion of the construction and renovation of the Social Services building, acquisition and installation of a new 911 phone system and other general data systems and rolling stock; the Committee recommends approval of Resolution 1243 authorizing the issuance of said bonds; and WHEREAS, no other person(s) appeared related to the request; ON A MOTION MADE VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, Resolution 1243 authorizing the issuance of up to ITEM 2 RESOLUTION 1243 ADOPTED AUTHORIZING THE ISSUANCE OF UP TO $7,275,000 IN GENERAL OBLIGATION BONDS 3 $7,275,000 in general obligation bonds was hereby adopted – the roll call vote: Lisa D. Garst – absent, William D. Jones – aye; Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council consider the request to amend the School Grants Fund Budget as approved by the School Board on November 12, 2013; and WHEREAS, Vice Mayor Givens, Chair of Council’s Audit-Finance Committee, reported that on November 12, 2013, the School Grants Fund budget was amended by the School Board for additional grant funding and grants adjustments totaling $191,123 for the following reasons: (1) the actual grant award for the current year was either larger or smaller than the adopted budget estimate, (2) the actual unspent funds carried forward from June 30, 2013, for grants that have not ended are either larger or smaller than the adopted budget estimate or to reallocate funds between line items to bring budgets up to date with consolidated application, and (3) new grants may have been awarded since budget adoption and need to be budgeted on the books; after reviewing the line item report, the Committee recommends approval of the budget adjustments to the Grant Fund as presented; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, the request to amend the School Grants Fund Budget as approved by the School Board on November 12, 2013, was hereby approved – the roll call vote: Lisa D. Garst – absent, William D. Jones – aye; Jane W. Johnson – aye, John C. Givens – aye; and Byron Randolph Foley – aye. Mayor Foley requested that Council receive presentation from the Director of Finance regarding the Comprehensive Financial Report for fiscal year ending June 30, 2013; and WHEREAS, Vice Mayor Givens, Chair of Council’s Audit-Finance Committee, reported that the Committee received the Comprehensive Annual Financial Report from the Director of Finance and Brown Edwards, Certified Public Accountants; and WHEREAS, John Aldridge, Brown-Edwards, appeared before the Council and reviewed the Comprehensive Financial Report for fiscal year ending June 30, 2013; he noted that the opinion of the auditors is that the financial statements ITEM 3 SCHOOL GRANTS FUND BUDGET AMENDED AS APPROVED BY THE SCHOOL BOARD ON NOVEMBER 12, 2013 ITEM 4 COMPREHENSIVE FINANCIAL REPORT FOR FISCAL YEAR ENDING JUNE 30, 2013, RECEIVED 4 referred to in the report present fairly; in other words, the City received an unmodified opinion or a clean opinion, which is the highest level of assurance placed on a financial report; he thanked and commended the Finance Department Staff for doing an outstanding job; and WHEREAS, Mayor Foley and Council thanked Mr. Aldridge and also commended the Finance Department for its work and effort in creating the report; THEREUPON, said presentation was received. Mayor Foley requested that Council consider setting bond for erosion and sediment control for Modular Sales Center project; and WHEREAS, Vice Mayor Givens, Chair of Council’s Audit-Finance Committee, reported that the Committee reviewed the estimate for erosion and sediment control for the Modular Sales Center project and recommends setting the bond in the amount of $9,394 with a time limit of twelve (12) months for completion; he noted that the project is located off of West Main Street behind Applebee’s and Kentucky Fried Chicken; and WHEREAS, the City Engineer noted that the property is basically located at the corner of West Main Street and Hurt Lane; it’s a large paved area behind Applebee’s; the developer plans to place one semi-permanent modular home, which is a manufactured home, not a mobile home, and two homes for display; a lot of the asphalt will be taken up and replaced with either landscaping or grass; he stated that the proposed development is an improvement for storm water; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, the bond for erosion and sediment control for the Modular Sales Center project was hereby set at $9,394 with a time limit of twelve (12) months for completion – the roll call vote: Lisa D. Garst – absent, William D. Jones – aye; Jane W. Johnson – aye, John C. Givens – aye; and Byron Randolph Foley – aye. Mayor Foley requested that Council consider closing certain City offices to the public on Thursday and Friday, January 2 and 3, 2014, to facilitate a software conversion (Treasurer and Commissioner of the Revenue); and ITEM S1 BOND SET FOR MODULAR SALES CENTER PROJECT ITEM S2 TREASURER AND COMMISSIONER OF THE REVENUE OFFICES CLOSED JANUARY 2 & 3, 2014, TO FACILITATE SOFTWARE CONVERSION 5 WHEREAS, the City Manager stated that because some software systems are being switched over at the change of the calendar year, both the Treasurer’s Office and the Commissioner of the Revenue’s Office are going to be closed to the public on January 2 and 3, 2014, so that the transition to the new software can be made without customers being in and out of the offices; and WHEREAS, Councilman Jones questioned if any bills are due one those days; and WHEREAS, the City Manager stated that there are no bills due, and if there is anything that happens to be due either of those days, the due date will be extended until the following week; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the Treasurer’s office and the Commissioner of the Revenue’s office are hereby closed to the public on Thursday, January 2, and Friday, January 3, 2014, to facilitate a software conversion – the roll call vote: Lisa D. Garst – absent, William D. Jones – aye, Jane W. Johnson – aye, John C. Givens – aye, and Byron Randolph Foley – aye. Mayor Foley requested that Council receive presentation from Sally Southard; and WHEREAS, Sally Southard, Salem School Board, appeared before the Council to thank Council and the City for the surprise last week; she stated she is honored and overwhelmed with all that was said and done for her last week; she thanked Council for its support for the dedication of South Salem Elementary School and the 30th Anniversary of the School System; she stated that as she stands before Council one last time as a School Board member, she reflected on the first time she stood before Council and presented the reasons why she thought she would be a good School Board member; she stated that a great deal has happened over the last 18 years since she was appointed as a member of the Salem School Board; she also stated that 18 years ago there were no Standard s of Learning (SOL) tests; she remembers when the tests were first introduced and wondered how would the requirements be fulfilled and have 100 percent of the students passing by 2014; in a few months a much better measure of student achievement and student growth will be talked about; many other accomplishments have occurred over her years on the School Board or are currently in progress (i.e. career in technical education certification implemented, personal finance and economic classes are now a requirement for all students in Virginia, high school students can now get college credit through ITEM S3 PRESENTATION FROM SALLY SOUTHARD 6 dual enrollment at Virginia Western Community College, etc.); she stated that all School Board members, past and present, passionately believe that all children can be successful and that all students are of worth and all students can learn; the graduation rate has increased, and all schools continue to be fully accredited by both federal and state departments of education; technology has advanced significantly to facilitate and enhance teaching and learning (i.e. parent portal, smart boards, etc.); there is now an “open device” policy that began this school year, which allows high school students to use their own electronic devices to access the internet, complete homework assignments, and even take tests; school climates have changed as we’ve entered the 21st century; five more teachers have earned national board certification and two have become recertified, which brings a school division total to 31 national board certified teachers, which is a remarkable number for a school division this size; she stated that this is only a short list of the many, wonderful achievements the School Board, administration, teachers, and students have accomplished and continue to advance on behalf of the students and employees; she stated that none of the accomplishments could have occurred without the continued support of City Council and city government staff; she commended the Street Department staff, Building Maintenance staff, the dedicated, pro-active police department and sheriff’s department; she also commended Mike Crew, Steve Yost, and Mike Stevens; she also commended former Superintendent Dr. Wayne Tripp and current Superintendent Dr. Alan Seibert; she again thanked Council for the opportunity to serve on the Salem School Board and work with such extraordinary board members, employees, and children; she could not have done what she has done over so many years without the faithful support of her husband and children; she quoted Abraham Lincoln, “And in the end, it’s not the years in your life that count, it’s the life of your years;” Council thanked Mrs. Southard and commended her for her years of service; THEREUPON, said presentation was received. Mayor Foley noted that there will not be a Council meeting on December 23, 2013. Councilman Jones wished staff and everyone in the community a Merry Christmas and a Happy New Year; he commended city staff and all employees. There being no further business to come before the Council, the same on motion adjourned at 8:04 p.m.