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Home My WebLink About11/14/2011 - City Council - Minutes - RegularUNAPPROVED MINUTES CITY COUNCIL WORK SESSION November 14, 2011 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 November 14, 2011, at 6:30 p.m., there being present all the 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; Frank P. Turk, Director of Finance; Angela Sellers, Director of Technology Systems; and Krystal M. Coleman, Deputy City Clerk; 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 Food and Beverage Tax; and WHEREAS, a discussion was held regarding the 2011 holiday schedule; and WHEREAS, a discussion was held regarding State Championship recognition;; and WHEREAS, a discussion was held regarding Enterprise Resource Planning (ERP); 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 7:26 p.m. Mayor Clerk of Council UNAPPROVED MINUTES COUNCIL MEETING November 14, 2011 A regular meeting of the Council of the City of Salem, Virginia, was held in Council Chambers, City Hall, 114 North Broad Street, on November 14, 2011, at 7:30 p.m., there being present all the 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; Frank P. Turk, Director of Finance; Melinda J. Payne, Director of Planning and Economic Development; Charles E. Van Allman, Jr., City Engineer; Mike Stevens, Communications Director; and Stephen M. Yost, City Attorney, and the following business was transacted: It was noted that Officers Kevin Campbell, Tony Wright, and Lake Mitchell were present at this meeting of Council as part of their field training. The October 24, 2011, work session and regular meeting minutes were approved as written. Mayor Foley requested that Council receive a presentation from Chelsea Hartberger regarding the 2011 Roanoke Valley Horse Show; and WHEREAS, Chelsea Hartberger, Executive Director of the Roanoke Valley Horse Show appeared before the Council; she presented Council with a copy of the 2011 Roanoke Valley Horse Show Program; she thanked the City of Salem for years of assistance and support of the Roanoke Valley Horse Show; she added that without the City of Salem the horse show would not have survived the last 40 years; she specifically thanked City Council, the Salem Civic Center—Carey Harveycutter and John Saunders for their dedication to the continued success of the horse show; she stated that in appreciation of Mr. Harveycutter’s dedication , he was inducted into the 2010 Roanoke Valley Horse Show Hall of Fame; she also thanked other Salem Departments instrumental in making the horse show a success—Streets and General Maintenance (Mike Tyler), Beautification Division, Sanitation Division (John Wade), the Solid Waste Disposal and Transfer Station (Jim Fender), Electric Department (Henry Smith), Parks and Recreation (John Shaner), Water and Sewer Department (Caleb Taylor), and the Fire and EMS Department (Chief Pat Counts); she stated that Salem’s support allows the Roanoke Valley Horse Show to have a tremendous impact on the Roanoke Valley; the horse show brings over $13 million to the Roanoke Valley during the show week; in years past, upwards of 1,000 horses participated in the Roanoke ITEM 1 PRESENTATION FROM CHELSEA HARTBERGER REGARDING THE 2011 ROANOKE VALLEY HORSE SHOW 2 show with exhibitors traveling from as far as Maine, Florida, Texas, California, and Washington as well as foreign countries; she stated that the Roanoke V alley Horse Show continues to be a U.S. Equestrian Federation nationally recognized horse show and is nominated this year for the United Professional Horsemen’s Association Show of the Year in the Virginia/West Virginia Chapter; she further stated that the horse show is the second largest grossing event at the Salem Civic Center, second only to the Salem Fair which lasts twice as long as the horse show; she stated that the Roanoke Valley Horse Show is one of the top ten shows in the United States and is one of only a few remaining multi-breed horse shows in the United States; she further stated that Arabian horse s are planned to be added back into the show schedule for 2012, as well as local Virginia Owned American Saddlebred classes; she stated that the show relies heavily on volunteers, some of whom are here tonight; the volunteers devote countless hours and days working on the shores show, many even take vacation from their paying jobs to work the week of the horse show; the City of Salem’s support allows the Roanoke Valley Horsemen’s Association to donate from horse show profits directly to various charities in the Roanoke Valley; this year the show realized a profit of $44,000 of which the Bradley Free Clinic receives 50% of the show profit with the remainder being donated to a charity chosen by the City of Salem, a charity chosen by the Roanoke County Office of Economic Development, Feeding America, Rescue Mission of Roanoke, Roanoke Valley Horse Rescue, Salvation Army, Therapeutic Riding Association of Virginia, W.E. Skelton 4-H Educational Center, 4-H Club Endowments, Virginia Horse Center, and Virginia Tech Equine Research Foundation; the Roanoke Valley Horsemen’s Association also annually gives scholarships to Virginia Tech Agricultural School and Virginia-Maryland Regional College of Veterinary Medicine; she further stated that over the years over 80 scholarships have been given to Virginia Tech totaling $40,000; she once again thanked City Council and the City of Salem for their support; and WHEREAS, Dan Joiner, 705 Beech Road, appeared before the Council and stated that the Roanoke Valley Horse Show is by far one of the best shows of its kind; he stated that without the support of the City of Salem, the horse show could not and would not be the success it has been; he also thanked Council and the City of Salem for their support; and WHEREAS, Mayor Foley thanked the Roanoke Valley Horseman’s Association for the contributions it makes to other charities in the Roanoke Valley; THEREUPON, said presentation was received. 3 Mayor Foley requested that Council consider an ordinance on second reading rezoning the property located at 103 & 105 Keesling Avenue (Tax Map #174-1-5.1) from RSF/RMF Residential Single Family District and Residential Multi-Family District with conditions to RSF/RMF Residential Single Family District and Residential Multi-Family District; ordinance was passed on first reading at the October 24, 2011, meeting; ON MOTION MADE BY COUNCILWOMAN JOHNSON, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, an ordinance entitled, “AN ORDINANCE TO AMEND SECTION 106-110, ARTICLE I, CHAPTER 106, OF THE CODE OF THE CITY OF SALEM, VIRGINIA, RELATING TO ZONING AND DIVIDING THE CITY INTO BUILDING DISTRICTS AND ESTABLISHING DISTRICT BOUNDARY LINES ON THE ZONING MAP OF THE CITY OF SALEM, VIRGINIA,” was hereby adopted: (HERE SET OUT ORDINANCE) – 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 receive report and consider awarding contract for maintenance and repairs on the Creekwoo d Water Storage Tank; and WHEREAS, Vice Mayor Givens, Chair of Council’s Audit-Finance Committee, requested that Councilman Jones report on the audit -finance issues due to his voice being hoarse; and WHEREAS, Councilman Jones, Vice Chair of Council’s Audit-Finance Committee reported that the Committee reviewed the bids that were received for the Creekwood Water Storage Tank project; the three bids submitted were reviewed by the Director of Finance and the Director of Water and Sewer; the bid received by D. E. Eakin & Sons did not follow bid requirements and was denied; bids submitted by Caldwell Tanks., Inc., and Southern Corrosion, Inc. were accepted; the 2011-2012 budget contains sufficient funds for this project; the Committee concurs with the recommendation that the low bid of Caldwell Tanks, Inc., in the amount of $134,880.00 be accepted and the appropriate individuals be authorized to execute the contract; ON MOTION MADE BY COUNCILMAN JONES, SECONDED BY VICE MAYOR GIVENS, AND DULY CARRIED, the contract for the Creekwood Water Storage ITEM 2 ORDINANCE ADOPTED REZONING THE PROPERTY AT 103 & 105 KEESLING AVENUE (T/M 174- 1-5.1) FROM RSF/RMF WITH CONDITIONS TO RSF/RMF ITEM 3 CONTRACT AWARDED TO CALDWELL TANKS, INC., FOR THE CREEKWOOD WATER STORAGE TANK PROJECT 4 Tank project was hereby awarded to Caldwell Tanks, Inc., in the amount of $134,880.00 and the appropriate individuals are authorized to execute the contract – 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 receive a report regarding the City’s Enterprise Resource Planning (ERP) process and consider a plan of financing and awarding contract for timekeeping and leave balance; and WHEREAS, Councilman Jones, Vice Chair of Council’s Audit-Finance Committee, reported that the Committee reviewed the proposal to establish a budget of $1,500,000.00 to move forward with the Enterprise Resource Planning (ERP) System; the budget will include funds to cover the cost of software, implementation, consulting fees, data conversion, hardware (as required), additional licenses and travel and training; these costs will be shared between the General Fund, Enterprise Fund, School Fund, and Cafeteria Fund based on the “specific usage” of the various modules; the Committee recommends the authorization of City Management to establish said budget; in addition, the Committee discussed the acquisition of the Kronos System for time-keeping, attendance, and leave reporting; Kronos is on state contract and has already gone through the State Procurement Process; as this would result in saving time and money in regards to the Enterprise Resource Planning System, the Committee recommends authorizing the City Manager to execute an agreement to establish the acquisition of the Kronos System; and WHEREAS, Mayor Foley asked the City Manager to briefly explain the ERP; and WHEREAS, the City Manager stated that the ERP is a system that is being considered to essentially replace all of the systems that keep track of everything from payroll and leave management to include HR, timekeeping, work orders, as well as accounting software for the general ledger and all of the different funds the city manages; it is essentially an entire new software platform on which the city will operate; he stated that there are various pieces of it, and the first piece to be put in place would be the Kronos System, which is a modern timekeeping system that will reduce the paper and automate the workflow for timekeeping; he further stated that there are many components that will take several years to implement; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILMAN JONES, AND DULY CARRIED, city management is hereby ITEM 4 CITY MANAGEMENT AUTHORIZED TO ESTABLISH A $1,500,000 BUDGET FOR THE ENTERPRISE RESOURCE PLANNING SYSTEM AND THE CITY MANAGER IS AUTHORIZED TO EXECUTE AN AGREEMENT TO ESTABLISH THE ACQUISITION OF THE KRONOS SYSTEM 5 authorized to establish a $1,500,000 budget for the Enterprise Resource Planning (ERP) System, and the City Manager is hereby authorized to execute an agreement to establish the acquisition of the Kronos System – 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 Chick-Fil-A site located at 1353 West Main Street; item was continued from the September 26, 2011, meeting; and WHEREAS, Councilman Jones, Vice Chair of Council’s Audit-Finance Committee, reported that the Committee reviewed the performance bond for physical improvements and erosion and sediment control for the Chick-Fil-A site located at 1353 West Main Street and recommends setting bond at $8,580 with a time limit of twelve (12) months for completion; and WHEREAS, the City Attorney noted that the appeal to the Board of Zoning Appeals required an automatic stay of any further action by the City , but since that hurdle has been crossed at this point, only the court itself by issuing a restraining order of some type, could stop the city at this point; he stated that there has been none through this evening; ON MOTION MADE BY COUNCILMAN JONES, SECONDED BY VICE MAYOR GIVENS, AND DULY CARRIED, bond for physical improvements and erosion and sediment control for the Chick-Fil-A site located at 1343 West Main Street was hereby set at $8,580 with a time limit of twelve (12) months for completion – 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 a date for a public hearing in accordance with Section 22.1-29.1 of the Code of Virginia, 1950 as amended, regarding the expiration of a term for one member of the Salem School Board; and WHEREAS, the City Manager noted that David Preston has submitted a letter requesting to be reappointed to the School Board; ON MOTION MADE BY COUNCILWOMAN JOHNSON, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, November 28, 2011, was hereby ITEM 6 NOVEMBER 28, 2011, SET AS PUBLIC HEARING IN ACCORDANCE WITH SECTION 22.1-29.1 OF THE CODE OF VIRGINIA, 1950, AS AMENDED, REGARDING THE EXPIRATION OF TERMS OF ONE MEMBER OF THE SALEM SCHOOL BOARD ITEM 5 BOND AND TIME LIMIT SET FOR CHICK-FIL-A PROJECT 6 set as the date for a public hearing in accordance with Section 2 2.1-29.1 of The Code of Virginia 1950 as amended, regarding the expiration of terms for one member of the Salem School Board -- 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 adopting the 2012 Meeting Schedule of Salem City Council and the Salem Planning Commission; ON MOTION MADE BY COUNCILWOMAN JOHNSON, SECONDED BY VICE MAYOR GIVENS, AND DULY CARRIED, the 2012 Meeting Schedule of Salem City Council and the Salem Planning Commission was hereby adopted – 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. There being no further business to come before the Council, the same on motion adjourned at 7:50 p.m. ITEM 7 2012 MEETING SCHEDULE OF SALEM CITY COUNCIL AND THE SALEM PLANNING COMMISSION ADOPTED