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Home My WebLink About7/14/2008 - City Council - Minutes - RegularUNAPPROVED MINUTES COUNCIL MEETING July 14, 2008 A regular meeting of the Council of the City of Salem, Virginia, was held in the Council Chambers, City Hall, 114 North Broad Street, on July 14, 2008, 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 Lisa D. Garst (William D. Jones – absent); with Byron R. 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; and Stephen M. Yost, City Attorney; and the following business was transacted: Phillip Weddle, Mark Adkins, Danny Crouse and Josh Shelor, new Salem Police Officers, were present at this meeting of Council. The minutes of the regular meeting of June 23, 2008, and the organizational meeting held July 1, 2008, were approved as written. Mayor Foley requested that Council consider adoption of Resolution 1123 requesting the Commonwealth Transportation Commissioner and the Commonwealth Transportation Board to approve and accept certain new streets for maintenance payments; and WHEREAS, it was noted that the streets requested to be added are Baier Drive, Bland Street, Links View Drive, North Ridge Circle, Russell Drive, and Saddle Drive; ON MOTION MADE BY VICE-MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, Resolution 1123 was hereby adopted requesting the Commonwealth Transportation Commissioner and the Commonwealth Transportation Board to approve and accept certain new streets ITEM 1 RESOLUTION 1123 ADOPTED REQUESTING THE COMMON- WEALTH TRANSPORTATION COMMISSIONER AND THE COMMON- WEALTH TRANSPORTATION BOARD TO APPROVE AND ACCEPT CERTAIN NEW STREETS FOR MAINTENANCE PAYMENTS 2 for maintenance payments: (HERE SET OUT RESOLUTION 1123) -- the roll call vote: all present – aye. Mayor Foley requested that Council receive report and consider approving the Blue Ridge Behavioral Healthcare’s proposed fiscal year 2009 Performance Contract with the Virginia Department of Mental Health, Mental Retardation, and Substance Abuse Services; and WHEREAS, the Director of Finance stated that this contract has to be approved each year by each locality that participates under Blue Ridge’s “umbrella” and that each locality is required to approve the performance contract; he further stated that the performance contract is an outline of the various programs and services offered and the regulated budget that goes with it; ON MOTION MADE BY COUNCILWOMAN JOHNSON, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, the Blue Ridge Behavioral Healthcare’s proposed fiscal year 2009 Performance Contract with the Virginia Department of Mental Health, Mental Retardation, and Substance Abuse Services was hereby approved -- the roll call vote: all present – aye. Mayor Foley requested that Council receive report and consider awarding contract for cooling and UPS for new data center at the Electric Department ; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that after issuance of the Invitation to Bid for the Electric Department’s cooling and UPS requirements for the new Data Center (not included on previous bids) on May 12, 2008, four bids were received on June 2, 2008: CAMCOM in the amount of $327,534.07; Moore’s Electric in the amount of $332,300.00; Newcomb Electric in the amount of $334,403.00; and Jarrett ITEM 2 BLUE RIDGE BEHAVIORAL HEALTHCARE’S PROPOSED FISCAL YEAR 2009 PERFORMANCE CONTRACT WITH THE VIRGINIA DEPARTMENT OF MENTAL HEALTH, MENTAL RETARDATION, AND SUBSTANCE ABUSE SERVICES APPROVED ITEM 3 CONTRACT AWARDED FOR COOLING AND UPS FOR NEW DATA CENTER AT ELECTRIC DEPARTMENT 3 Electric in the amount of $355,777.00; after further review, the Director of the Electric Department recommends that the bid from CAMCOM be rejected and that Moore’s Electric be accepted based on questions regarding the warranty and pre-inspection of the site and possible remediation at the City’s expense; the Committee reviewed the bids that were received and concurred with the recommendation that the bid be awarded to Moore’s Electric at a cost of $332,300.00; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the contract for cooling and UPS requirements for the Electric Department’s new data center was hereby approved for Moore’s Electric in the amount of $332,300 -- the roll call vote: all present – aye. Mayor Foley requested that Council receive report and consider awarding contract for the 2008-2009 Paving Program; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that the Committee reviewed the bids that were received for milling and paving of streets for the 2008 -2009 fiscal year; the two bids submitted were reviewed by the Engineering and Finance Departments and determined that both bids were consistent with plans and specificati ons; the 2008-2009 budget contains only $750,000 for the Annual Paving Program; the Committee concurs with the recommendation that the low bid of Sawyer Paving in the amount of $806,689.94 be accepted; however, City Officials shall be authorized to negotiate the scope of the work in accordance with available funds; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the low bid of Sawyer Paving was hereby accepted in the amount of $806,689.94 and City officials are hereby ITEM 4 LOW BID OF SAWYER PAVING COMPANY ACCEPTED FOR THE ANNUAL STREET PAVING PROGRAM; CITY OFFICIALS AUTHORIZED TO NEGOTIATE SCOPE OF WORK IN ACCORDANCE WITH AVAILABLE FUNDS IN 2008- 2009 BUDGET 4 authorized to negotiate the scope of the work in accordance with available funds allocated in 2008-2009 budget -- the roll call vote: all present – aye. Mayor Foley requested that Council consider setting bond for erosion and sediment control for the Ross Street Townhomes project; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that the Committee reviewed the performance bond for physical improvements and erosion and sediment control for the Ross Street Townhomes project and recommends bond be set at $5,950 with a time limit of twelve (12) months for completion; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the performance bond for physical improvements and erosion and sediment control for the Ross Street Townhomes project was hereby set at $5,950 with a time limit of twelve (12) months for completion -- the roll call vote: all present – aye. Mayor Foley requested that Council consider setting bond for erosion and sediment control for the Christian Life Church International project; and WHEREAS, Vice Mayor Givens, Chairman of Council’s Audit-Finance Committee, reported that the Committee reviewed the performance bond for physical improvements and erosion and sediment control for the Christian Life Church International project and recommends bond be set at $97,570 with a time limit of twelve (12) months for completion; ON MOTION MADE BY VICE MAYOR GIVENS, SECONDED BY COUNCILWOMAN JOHNSON, AND DULY CARRIED, the performance bond for physical improvements and erosion and sediment control for the Christian Life Church International Project was hereby set at $97,570 with a time limit of twelve (12) months for completion -- the roll call vote: all present – aye. ITEM 6 BOND AND TIME LIMIT SET FOR THE CHRISTIAN LIFE CHURCH INTERNATIONAL PROJECT ITEM 5 BOND AND TIME LIMIT SET FOR THE ROSS STREET TOWNHOMES PROJECT 5 Mayor Foley requested that Council consider appointments to fill vacancies on various boards and commissions; ON MOTION MADE BY VICE-MAYOR GIVENS, SECONDED BY COUNCILWOMAN GARST, AND DULY CARRIED, Jane W. Johnson was hereby appointed to the Roanoke Valley-Alleghany Regional Commission to replace Howard C. Packett, said term expires June 30, 2009, and Morris A. “Butch” Elam, Jr., was hereby appointed to the Roanoke Valley Greenway Commission as a Citizen Representative to replace Gardner W. Smith, said term expires May 26, 2010 -- the roll call vote: all present - aye. ON MOTION MADE BY COUNCILWOMAN JOHNSON, SECONDED BY VICE- MAYOR GIVENS, AND DULY CARRIED, Jimmy W. Robertson was hereby reappointed to the Planning Commission for a four-year term, said term expires July 26, 2012; and Brenda B. Bower was hereby reappointed to the Fine Arts Commission for a four-year term, said term expires July 26, 2012; -- the roll call vote: all present - aye. There being no further business to come before the Council, the same on motion adjourned at 7:41 p.m. ITEM 7 JANE W JOHNSON APPOINTED TO RVARC; MORRIS A. “BUTCH” ELAM, JR. APPOINTED TO ROANOKE VALLEY GREENWAY COMMISSION JIMMY W. ROBERTSON REAPPOINTED TO PLANNING COMMISSION, AND BRENDA B. BOWER REAPPOINTED TO FINE ARTS COMMISSION