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HomeMy WebLinkAbout12/12/2022 - City Council - Minutes - RegularCity Council Meeting MINUTES Monday, December 12, 2022, 6:30 PM Work Session 6.:00 P.M. Council Chambers Conference Room, City Hall, 114 North Broad Street, Salem, Virginia 24153 Regular Session 6:30 P.M. Council Chambers, City Hall, 114 North Broad Street, Salem, Virginia 24153 WORK SESSION 1. Call to Order A work session of the Council of the City of Salem, Virginia, was held in the Council Chambers Conference Room, City Hall, 114 N. Broad Street, Salem, Virginia, on December 12, 2022, at 6:04 p.m., there being present the following members of said Council to wit: Renée Ferris Turk, Mayor; James W. Wallace, III, Vice-Mayor; Council members; Byron Randolph Foley, William D. Jones, and John Saunders; with Renée Ferris Turk, Mayor, presiding; together with James E. Taliaferro, II, City Manager; Rob Light, Assistant City Manager and Clerk of Council; Rosemarie B. Jordan, Director of Finance; Tammy Todd, Assistant Director of Finance; Crystal Williams, Assistant to the City Manager; Laura Lea Harris, Deputy Clerk of Council; and John Aldridge, CPA/Partner, Brown Edwards; and the following business was transacted; Mayor Turk reported that this date, place, and time had been set in order for the Council to hold a work session; and 2. New Business A. Discussion Items Overview of Annual Comprehensive Financial Report - Brown Edwards - John Aldridge WHEREAS, John Aldridge, with Brown Edwards stated that he had met with the Audit-Finance Committee on Wednesday, December 7 and went over the Comprehensive Annual Financial Report in detail. The state requires that the audit be presented in a public meeting and approved before being certified and filed with the state prior to December 15. The City of Salem received a clean report. He noted that this report includes the Salem City Schools and the Economic Development Authority. Some discussion was held about the optimum level of fund balance to hold in Reserves. Ms. Jordan noted that Finance and the City Manager are working on a draft of a policy for Reserve funds. It is hoped that this will be finalized during the first quarter of 2023. Mr. Aldridge shared specific data on revenue and expenses in various departments. Discussion was held and questions were asked by Council and responded to; and 3. Adjournment WHEREAS, there being no further business, Mayor Turk adjourned the meeting at 6:27 p.m. REGULAR SESSION 1. Call to Order A regular meeting of the Council of the City of Salem, Virginia was called to order at 6:32 p.m., there being present the following members to wit: Renée Ferris Turk, Mayor; James W. Wallace, III, Vice-Mayor; Councilmembers: Byron Randolph Foley, William D. Jones, and John Saunders; with Renée Ferris Turk, Mayor, presiding together with James E. Taliaferro, II, City Manager; Rob Light, Assistant City Manager and Clerk of Council; Rosemarie B. Jordan, Director of Finance; Chuck Van Allman, Director of Community Development; Mike Stevens, Director of Communications; and Jim Guynn, City Attorney. 2. Pledge of Allegiance 3. Bid Openings, Awards, Recognitions Mayor Turk welcomed from the Salem Police Department Senior Police Officer Rachel Frith and asked that she introduce the two new probationary officers that were present with her this evening. Officer Frith introduced Officer Young and Officer Klock. Mayor Turk expressed appreciation to them for coming on board to serve the citizens of Salem, for their hard work, and their commitment to protect and serve the people of the City of Salem in the hardest of times. She excused them as they were on duty. Council thanked them for their service. A. Recognition of Brian Hoffman Recognition of Brian Hoffman for his constant contributions to the City of Salem and his award-winning coverage of sports at all levels. Mayor Turk requested that Brian Hoffman come forward and she noted that Brian Hoffman graduated from Roanoke College in 1974 and joined the Salem Times- Register staff. He "soon became the preeminent sports editor of local weekly newspapers in the Commonwealth." She recognized many ways in which Mr. Hoffman had contributed to sports at all levels over the years in the Salem area. Mayor Turk noted that Mr. Hoffman was a charter member of the Salem-Roanoke Baseball Hall of Fame Board of Directors and was inducted into the Hall in 2004 for his "many contributions to diamond activities at all levels." She also noted his time spent "highlighting the efforts of non-profits throughout the Salem area." In 2023, Mr. Hoffman will celebrate 50 years with the Salem Times-Register. Mayor Turk noted that you could always count on Brian to make sure that he was reporting all of the great things that were going on in Salem. Mayor Turk presented a Salem Salutes Award to Mr. Hoffman and Mike Stevens took a picture of him with Council. He was also presented with a Philadelphia Eagle from Salem Parks and Recreation, chain crews, clock people, and all of the people that have worked games with Brian over the years. Mr. Hoffman expressed that he felt very lucky to have found Salem as he did not know a single person in the State of Virginia prior to attending Roanoke College. He came back a couple of months after graduation and has never wanted to leave as he considers Salem a very special place. He noted numerous examples of covering those on Council and City Staff and families in sports over the years. He said that he felt very blessed, and that Salem is a great place to raise a family and to live. He expressed appreciation for the gifts. Councilmembers expressed appreciation to Mr. Hoffman and several of them mentioned various memories they had of Mr. Hoffman. 4. Consent Agenda A. Citizen Comments Comments from the public, limited to five minutes, on matters not already having a public hearing component at the same meeting. John Breen, 142 Bogey Lane, was the only citizen to speak before Council this evening. He expressed that he felt the "Finding the Balance" proposed regulations as presented to Council at the last Work Session in November addressing potential changes to City Code in the areas of signage, tires, and storage were too vague. He listed specific questions that he felt should be specifically addressed in a Code change and requested that Council consider his concerns and publicly announce a decision by March 31, 2023. B. Minutes Consider acceptance of the November 28, 2022, Work Session and Regular Meeting minutes. The minutes were accepted as written. 5. Old Business A. Amendment to City Code - Chapter 82 Consider the adoption of ordinance on second reading to amend Chapter 82, Article I, Section 82-5 (a) Returns 1-3 pertaining to payment of tangible personal property taxes and motor vehicle license fee; proration of personal property tax generally. (Approved on first reading at the November 28, 2022, Council meeting). Mayor Turk noted that the purpose of this amendment is to align City Code with the verbiage of State Code. Randy Foley motioned to adopt on second reading an ordinance to amend Chapter 82, Article I, Section 82-5 (a) Returns 1-3 pertaining to payment of tangible personal property taxes and motor vehicle license fee; proration of personal property tax generally. William Jones seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace 6. New Business A. Appropriation of Funds Hold a public hearing on amending the fiscal year 2022-2023 budget to appropriate American Rescue Plan Act (ARPA) funding. Audit - Finance Committee Mayor Turk opened the public hearing. No one came forward to speak. Mayor Turk closed the public hearing. Mr. Wallace noted that this is a housekeeping item. When the City received American Rescue Plan Act (ARPA) funding, the way that the funds could be spent was contingent on how much was associated with revenue loss. As time has progressed and the financials were reviewed, it was determined that 100 percent of ARPA funding could be qualified for a revenue loss category. This is a housekeeping item to take care of that adjustment. James Wallace motioned to appropriate American Rescue Plan Act funding of $9,666,491 in the General Fund and making other budget adjustments as detailed in the reports provided with the agenda package. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace B. Annual Comprehensive Financial Report Presentation of the Annual Comprehensive Financial Report for the year ended June 30, 2022. Audit - Finance Committee John Aldridge, Brown Edwards, stated that he had met in detail with the Audit- Finance Committee and had also gone over details of the Audit report with Council in Work Session prior to this meeting. It is required by State Code that the Audit results for the year ending June 30, 2022, be presented in a public meeting. Mr. Aldridge reported that an unmodified or clean opinion was issued which indicated there were no issues with the audit. He indicated that this report included the City of Salem, the EDA, and the Salem School System. He noted that there was one finding at the back of the report this year related to Federal money that has been discussed and resolved. They do not feel that it is an issue going forward. The City was in compliance with all State filing requirements. Mr. Aldridge expressed what a fantastic job City Staff in the Finance Department has done. He stated that the report was what he would term a very clean audit. Mr. Wallace noted the efforts of past Councils. He shared that the City went from about two-weeks reserves in the City's budget in 2012 to almost nine-months reserves currently. He expressed that the City is fortunate to have so much capital to work with due to the efforts of those that served previously. Mr. Jones expressed appreciation to the Commissioner of Revenue, Treasurer, Director of Finance, and Assistant Director of Finance. He stated that all of these roles combined contribute to this progress. Randy Foley motioned to accept the Annual Comprehensive Financial Report as presented. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace C. Appropriation of Funds Consider request to appropriate funds from the Library of Virginia. Audit - Finance Committee James Wallace motioned to appropriate $23,687 to the Library Grants In Aid State revenue account and increase the budget for the Books and Subscriptions – State account by $23,687 to reflect state aid received in excess of the current budgeted amount. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace D. Appropriation of Funds Consider request to amend the School Grant Fund and School Cafeteria Fund budgets as approved by the School Board on November 8, 2022. Audit - Finance Committee James Wallace motioned to approve the School Board’s appropriation changes of $17,402 and $66,374 to the School Grant Fund and School Cafeteria Fund, respectively, as amended at their November 8, 2022 meeting. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace E. Appropriation of Funds Consider request to amend the School Grants Fund budget. Audit - Finance Committee Mr. Wallace noted that this is a housekeeping item to clean up an error in the spreadsheet provided by the Schools. James Wallace motioned to approve the School Board’s appropriation changes of $137,463 to the School Grants Fund, as amended due to an increase to the amount that was previously approved by Council on November 14th. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace F. Layman - Apperson Fill Site Consider setting bond for erosion and sediment control and landscaping for Layman - Apperson Fill Site. Audit - Finance Committee Mr. Wallace clarified that this pertains to a strip of land on the east side of the property that will be cleared off for future use. James Wallace motioned motion to approve bonding in the amount of $21,507.00 for erosion and sediment control and landscaping for Layman-Apperson Fill Site located at 2157 & 2181 Apperson Drive with a time for completion set at 12 months as recommended by staff. Randy Foley seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace G. 2023 Legislative Package Consider adoption of Resolution 1442 adopting a Legislative Program for the 2023 session of the Virginia General Assembly and petitioning the General Assembly to favorably consider the issues and topics addressed herein. Mr. Taliaferro noted that based on the conversation in the previous Work Session, staff had put together a draft for Council to consider or change. The staff report lists some of the items that were modified from previous years as well as a list of additions based on feedback received from City Council. Council had expressed interest in removing some of the items from previous years and those were listed in the staff report as well. Mayor Turk noted that these are points they would like to get to the legislators so that they know what Council would like for them to support when they come into session again in January. William Jones motioned to adopt Resolution #1442 adopting a Legislative Program for the 2023 session of the Virginia General Assembly and petitioning the General Assembly to favorably consider the issues and topics addressed herein. Randy Foley seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace H. Electoral Precincts Consider the adoption of Resolution 1443 authorizing the City Attorney of Salem to take the necessary steps to obtain a “Certificate of No Objection” to a waiver of the requirement for polling places to be within one mile of the nearest boundary as set forth in VA Code §24.2-310 (A) from the Office of the Attorney General of Virginia such that the City may then request a waiver from the Department of Elections pursuant to VA Code §24.2-310 (G) to move the polling places for the West Salem and Beverly Heights precincts to the Salem Civic Center. Mr. Guynn noted that the Code of Virginia requires polling places to be within one mile of the boundary of the electoral precinct. The Electoral Board has been unable to find a location that fits within the statute in these two precincts. There is a process for a waiver to allow the City to move these two polling locations. All of the other polling places for the City are at the Salem Civic Center. The Electoral Board has recommended that we move West Salem and Beverly Heights there as well. We are required to get a Certificate of No Objection from the Attorney General either before or after. Mr. Guynn recommends that it is wise to do this first and then go through and then go through the State Election Office. Randy Foley motioned to adopt Resolution #1443 authorizing the City Attorney of Salem to take the necessary steps to obtain a “Certificate of No Objection” to a waiver of the requirement for polling places to be within one mile of the nearest boundary as set forth in VA Code §24.2-310 (A) from the Office of the Attorney General of Virginia such that the City may then request a waiver from the Department of Elections pursuant to VA Code §24.2-310 (G) to move the polling places for the West Salem and Beverly Heights precincts to the Salem Civic Center. William Jones seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace I. Boards and Commissions Consider appointments to various boards and commissions. Randy Foley motioned to appoint Dr. Heath Rickmond for a four-year term ending December 1, 2026 to the Social Services Advisory Board. John Saunders seconded the motion. Ayes: Foley, Jones, Saunders, Turk, Wallace 7. Adjournment Mayor Turk noted that this was the last Council meeting for the year. She expressed appreciation to the citizens for their attendance and wished them well in the New Year and blessings over the holidays. She thanked Council for always being there and working so hard and staff for preparing information for them throughout the year. There being no further business, the meeting was adjourned at 7:01 p.m.