HomeMy WebLinkAbout4/13/2020 - City Council - Agenda -RegularCi ty Council Meeting
A G E N D A
Monday, April 13, 2020, 7:30 PM
Council Chambers, City Hall, 114 North Broad Street, Salem, Virginia 24153
1.C all to Order
2.Pledge of Allegiance
3.C onsent Agenda
A.Minutes
C onsider acceptance of the minutes from the March 23, 2020, work session and regular meeting
and from the March 27, 2020, special meeting.
4.New Business
A.P resentation of Salem School Div ision B udget
Receive presentation from the C hairman of the Salem School Board regarding the 2020-2021
budget pursuant to Section 8.5 of the 1950 C ode of Virginia, as amended.
B.2020-2021 B udget P resentation
Receive presentation of 2020-2021 budget for the C ity of Salem.
C .Appropriation of F unds
C onsider request to appropriate supplemental Children's Services Act (C S A) revenue and
expenditures. Audit - Finance C ommittee
D.Quarantinable/P andemic Virus Notification and Return to Work P olicy
C onsider acceptance of the C ity of Salem Human Resources Quarantinable/Pandemic Virus
Notification and Return to Work Policy (PO P 1.18E Supplement - Family and Medical Leave Act
of 1993).
E.E xtension Tax Due Dates Emergency Ordinance
C onsider the adoption of an ordinance on emergency basis to extend the due date for certain taxes
as a result of the pandemic disaster. Supplemental Item
F.Utility Serv ices Emergency Ordinance
C onsider the adoption of an ordinance on emergency basis to temporarily discontinue
disconnections and penalties for failure to timely pay for utliity services as a result of the pandemic
disaster. S upplemental Item
5.Adjournment
Audit F inance Committee meeting, 7:15 p.m., Council Chambers
Work S ession has been canceled.
Item 3AItem 3AItem 3AItem 3A
April 13, 2020April 13, 2020April 13, 2020April 13, 2020
UNAPPROVED MINUTES
CITY COUNCIL WORK SESSION
March 23, 2020
A work session of the Council of the City of Salem, Virginia, was held at South Salem
Elementary, 1600 Carolyn Road, Salem, Virginia, on March 23, 2020, at 6:30 p.m., there
being present all the members of said Council, to wit: Byron Randolph Foley, Jane W.
Johnson, William D. Jones, James A. Martin, and John E. Saunders; with Byron Randolph
Foley, Mayor, presiding; together with James E. Taliaferro, II, City Manager; Rosemarie B.
Jordan, Director of Finance; Judy Hough, Deputy City Clerk; Mike Stevens, Communications
Director; Chief John Prillaman, Fire and EMS Department; 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, Mr. Taliaferro gave Council an update on public comment sessions at
Council meetings ; and
WHEREAS, Council and staff discussed a proposed resolution establishing a written
policy for participation in Council meetings by electronic communication; and
WHEREAS, Council and staff also discussed adoption of an ordinance on emergency
basis to effectuate temporary changes in certain deadlines and to modify public meeting and
public hearing practices and procedures to address continuity of operations associated with
pandemic disaster; and
WHEREAS, there was also a discussion regarding amending the Budget Schedule and
a resolution in support of Interstate 81 lighting; 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 7:29 p.m.
____________________________________
Mayor
_____________________________________
Clerk of Council
City Council Meeting
MINUTES
Monday, March 23, 2020, 7:30 PM
South Salem Elementary School, Cafeteria, 1600 Carolyn Road, Salem, Virginia
24153
1.Call to Order
A regular meeting of the Council of the City of Salem, Virginia, was called to order
at 7:38 p.m., there being present all the members to wit: Byron Randolph Foley,
Mayor, Jane W. Johnson, Vice-Mayor, Council members: William D. Jones, James
A. Martin, and John E. Saunders; with Byron Randolph Foley, Mayor, presiding;
together with James E. Taliaferro, II, City Manager; Rosemarie B. Jordan, Director
of Finance; Mike Stevens, Communications Director; and Judy L. Hough, Deputy
City Clerk..
Mayor Foley recognized and welcomed Austin Mattox who was in attendance for
his Civics Class at Andrew Lewis Middle School, and Jordan Easton with Boy
Scout Troop 51 who was in attendance.
Mayor Foley also recognized new Salem Police Officer Brandon McPherson who
was in attendance and with him was Senior Police Officer Spencer Saint Cyr. He
thanked them both for their service to the City especially in these stressful times.
2.Pledge of Allegiance
3.Consent Agenda
A.Minutes
Consider acceptance of the minutes from the March 9, 2020, work session and
regular meeting.
Accepted as presented
B.Financial Report
Consider the acceptance of the statement of revenue and expenditures for the eight
months ending February 2020.
Received
4.Old Business
Item 3AApril 13, 2020
A.P ublic I mprov ement Bonds
Consider ordinance on second reading authorizing the issuance of general obligation
improvement bonds in the City of Salem, Virginia in an aggregate principal amount
not to exceed $34,775,000. (As advertised in the February 24 and March 2, 2020
issues of The Roanoke Times.) Audit - Finance C ommittee
Mr. J ones noted the Audit Finance Committee met this morning to discuss this
request. T he City proposes to finance the costs of renovations at Salem High
School and various City capital projects and equipment. T his bond issue is in an
aggregate principal amount not to exceed $34,775,000. T he bonds will be general
obligations of the C ity and the full faith and credit of the C ity shall be pledged for
the repayment of these bonds. Staff recommends approving the ordinance on second
reading. T he Committee reviewed the request and recommends approval of the
ordinance authorizing the issuance of said bonds.
Mr. J ones noted even though we are passing this on second reading, this is not the
time to execute the bonds due to some issues. Mr. Martin noted the passage of the
ordinance gives us the structure to eventually go borrow the money when the time is
right and the bond market settles down. Ms. J ordan noted that this is correct. T his
will complete the appropriate process before we go to sell the bonds.
William J ones motioned to adopt an amended ordinance on second reading
authorizing the issuance of general obligation public improvement bonds in the C ity
of Salem, Virginia, in an aggregate principal amount not to exceed $34,775,000.
J ane J ohnson seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
5.New Business
A.Declaration of Local Emergency
Consider adopting Resolution 1374 reaffirming the declaration of local emergency
declared on March 17, 2020, in the C ity of Salem.
Mr. Taliaferro noted last Tuesday the C ity declared a state of local emergency. We
did this in cooperation with other governments in the Roanoke Valley, and we have
been working with the other jurisdictions to make sure we stay on the same page
during this event. He noted that Chief J ohn Prillaman and Mike Stevens are in
attendance and would update Council where we are with regards to C O VID-19.
C hief J ohn Prillaman with the Salem Fire Department and Mike Stevens,
C ommunications Director, presented a Powerpoint presentation on C O VID-19 and
discussed how the C ity of Salem is addressing the local emergency.
C ouncil asked Chief Prillaman if the department needed money to buy additional
equipment or supplies, and C hief Prillaman noted that they have enough money, but
they are unable to get the equipment due to items being on back order. T hey hope
they will be okay, but they just do not know. Mayor Foley asked if Lewis Gale
Hospital or the Veterans Administration Hospital are looking to the C ity for any
help or are they self-sustaining and do not need our help. C hief Prillaman noted that
they are working in partnership with the hospitals just because we need to know
what they are doing, and they need to know what we are doing. Further, the hospitals
are not asking us for anything right now.
Mayor Foley asked if there is a percentage of the number of city employees who are
working from their homes or remotely. C hief Prillaman noted that they are trying to
get the numbers for this, but that some are working from home, some are working at
home for two days and then in the office for three, some are working in other
locations, and then some offices like his are not able to work from home. T here was
further discussion regarding the workforce for the City.
Mr. Martin asked if we are using other city-owned buildings to disperse the
workforce. Mr. Taliaferro noted that we are working on this. We have a fair amount
of employees who are transitioning to working from home, but we have some that
this does not work for as well. T he former Carilion building on West Main Street
will have 3 or 4 from the Finance Department plus some from the Human Resources
Department. In addition, some will be relocating to the Library from the Fire
Department and the C ommunity Development Department.
Mr. J ones asked Chief Prillaman if they have everything they need from City
C ouncil, and C hief Prillaman noted that they have everything needed. He further
discussed the team work going on as it relates to this pandemic.
Mayor Foley asked if we have the personnel to deal with the business-related issues
such as Small Business Administration loans with regards to this event. Mr.
Taliaferro noted that a lot of what will happen with regards to businesses will take
place at the State and Federal level. T he SBA loans are really kind of first step.
Further, we will try to keep up with this. Mr. Taliaferro noted that the Virginia
Economic Development Partnership and the Board of the Partnership are sending
out information. T he Chambers of C ommerce are also resources for this. It was
noted that Melinda Payne, Economic Development Director, is the point of contact
for this information.
Mr. Taliaferro noted that Council would need to adopt Resolution 1374, which the
State Code requires to reaffirm the declaration of local emergency. Also, if C ouncil
would like to consider it this evening, there is an ordinance related to the emergency.
T his ordinance would give the C ity the opportunity to extend some of the public
business that Council deals with on a regular basis. T his will give us a six month
window to address items that have a shorter time frame under normal
circumstances.
William J ones motioned to adopt Resolution 1374 reaffirming the declaration of
local emergency declared on March 17, 2020, in the C ity of Salem. J ohn Saunders
seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
B.P ersonal P roperty Tax Relief Act (P P T RA)
Consider request to adopt Resolution 1375 setting the allocation percentage for
personal property tax relief for the 2020 tax year. Audit - Finance C ommittee
Mr. J ones noted the Audit Finance C ommittee met this morning to discuss this
request. In December 2005, the Personal Property Tax Relief Act (PPT RA)
provided relief to owners of personal use motor vehicles statewide. City Council
adopted an ordinance enacting these changes to the Act in December 2005. T he C ity
uses the “Specific Relief” method to allocate the relief at the same percentage
across the board to the first $20,000 of personal use value. Vehicles valued at
$1,000 and below receive 100% tax relief. T he C ommonwealth requires C ity
C ouncil to adopt a resolution annually setting the percentage reduction in personal
property. T he rate computed using the P PT RA A llocation Model for 2020 is
5 4 .5 5 %. T he C ommittee reviewed the request and recommends adoption of
Resolution 1375 setting the allocation percentage for personal property tax relief at
54.55% for the 2020 tax year.
William J ones motioned to adopt Resolution 1375 setting the allocation percentage
for personal property tax relief at 54.55% for the 2020 tax year. J ames Martin
seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
C .Appropriation of F unds
Consider request to appropriate RST P funding for the Elizabeth Campus
Greenway. Audit - Finance
Mr. J ones noted the Audit Finance Committee also discussed this request. T he
Elizabeth C ampus Greenway will consist of approximately 7 .5 miles of multi-use
trail along Lynchburg Turnpike. It will provide the link between the Mason Creek
Greenway and Hanging Rock Battlefield Trail to the east and the East Main Street
Greenway and downtown to the west. VD O T awarded $1,104,400 in RST P
(Regional Surface Transportation Program) funds for the completion of the
Elizabeth C ampus Greenway. No local match is required for these funds. T he funds
will allow us to construct the Elizabeth C ampus G reenway linking two sections of
greenway/trails already completed. T he Committee reviewed the request and
recommends appropriating the RST P funds for the Elizabeth C ampus Greenway.
William J ones motioned to appropriate the Regional Surface Transportation
Program funds in the amount of $1,104,400 for the Elizabeth Campus Greenway.
J ames Martin seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
D.Appropriation of F unds
Consider request to appropriate Smart Scale funding for Downtown Improvements.
Audit - Finance C ommittee
Mr. J ones noted the Audit Finance Committee also discussed this request. Smart
Scale federal funding has been awarded to the City for a portion of the Downtown
Improvement project. T his funding is to be used on streetscape and intersection
improvements along Main Street from Market Street to T hompson Memorial. T he
$3,629,869 award requires no local match. T he funding will allow the C ity to
complete a portion of the streetscape and intersection improvements in Downtown
from Market Street to T hompson Memorial Boulevard. T he Committee reviewed
the request and recommends accepting and appropriating the Smart Scale funding
for the Downtown Improvement project.
William J ones motioned to appropriate the Smart Scale federal funding in the
amount of $3,629,869 for the Downtown Improvement project. J ohn Saunders
seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
E.Appropriation of F unds
Consider request to appropriate additional highway maintenance funding from the
state for paving and equipment. Audit - Finance C ommittee
Mr. J ones noted the Audit Finance C ommittee also discussed this request. In
December 2019, the City sent out bids for paving. Boxley Materials C ompany will
be providing paving services for a two-year period covering fiscal years 2020 and
2021. An additional appropriation of carryover funds is needed in the amount of
$1,433,943. T his appropriation will come from funds that have already been
received from the state for highway maintenance projects, but not yet expended.
Funding of $1,092,561 is available in the current budget for this project. C urrent
funding plus the additional request will provide total funding of $2,526,504 for the
paving work to be done in fiscal year 2020. In addition, an appropriation of
$680,000 from carryover funds is needed to cover the purchase of four salt/plow
trucks and four arrow boards. T he salt/plow trucks will only be used for snow
removal. Highway maintenance funds may only be used for maintenance costs as
determined by the State. T he paving contract and equipment purchases fall within
the guidelines of the highway maintenance program. T he C ommittee reviewed the
request and recommends appropriating the additional highway maintenance funding
for paving and equipment.
Ms. J ordan further explained the appropriation of the additional highway
maintenance funding for paving and equipment.
William J ones motioned to appropriate the additional highway maintenance funding
for paving and equipment. J ames Martin seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
F.Appropriation of F unds
Consider request to amend the Civic C enter Operating budget. Audit - Finance
Committee
Mr. J ones noted the Audit Finance Committee also discussed this request. T he
Salem Civic C enter budget is adopted before all events are scheduled for the fiscal
year. In fiscal year 2020, actual show revenues and expenses are higher than
budgeted due to show activity during the year. Revenue and expense budgets need
to be increased by $250,000 based on this activity. T he C ivic Center operating
budgets need to be adjusted based on current year activity. T he C ommittee
reviewed the request and recommends appropriating the $250,000 to adjust the
C ivic Center Operating Budget.
It was noted that this is a result of higher revenue and higher expenses. We initially
budget revenue and expense figures, and if there is more activity, then both the
revenues and expenses go up.
William J ones motioned to appropriate the $250,000 to adjust the C ivic Center
Operating Budget. J ohn Saunders seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
G.P andemic Disaster Ordinance
Consider the adoption of an ordinance on emergency basis to effectuate temporary
changes in certain deadlines and to modify public meeting and public hearing
practices and procedures to address continuity of operations associated with
pandemic disaster. Supplemental I tem
J ane J ohnson motioned to adopt an ordinance on emergency basis to effectuate
temporary changes in certain deadlines and to modify public meeting and public
hearing practices and procedures to address continuity of operations associated with
pandemic disaster. J ames Martin seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
H.Electronic Meeting P olicy
Consider the adoption of Resolution 1376 establishing a written policy for
participation in Council meetings through electronic communication. Supplemental
I tem
Mayor Foley noted there is one additional item, Resolution 1376, which was
discussed at the work session. T his resolution is regarding establishment of a
written policy for participation in council meetings through electronic
communication.
Mr. Taliaferro noted some time ago there was a question from C ity Council on
electronic participation at C ouncil meetings. For their consideration this evening is
Resolution 1376, which mirrors the State Code as far as what is allowable for
C ouncil or other public bodies to participate remotely. Basically this will allow any
C ouncil member to participate remotely twice a year. When a member participates
remotely, there still has to be a quorum of Council present at the appointed location.
He noted that staff can make adjustments in C ouncil C hambers and find a way to
make this work within a couple of weeks. He further noted that a lot of C ouncils
and other boards have adopted something similar to this resolution.
Mr. Martin noted that the resolution mirrors the State C ode, is that correct? Mr.
Taliaferro noted that he was correct. Mr. Martin stated that the Council members
who are physically in the meeting location vote to allow the remote member access
and privilege at the meeting. Is that correct? Mr. Taliaferro noted that he was
correct, and further, the member who is remote has to state why they could not be at
the meeting.
J ames Martin motioned to adopt Resolution 1376 establishing a written policy for
participation in C ouncil meetings through electronic communication. J ohn Saunders
seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
6.C losed Session
7.Adjournment
T he meeting was adjourned at 8:23 p.m.
City Council Special Meeting
MINUTES
Friday, March 27, 2020, 8:30 AM
City Hall, Council Chambers, 114 N. Broad Street, Salem, VA 24153
1.Call to Order
A regular meeting of the Council of the City of Salem, Virginia, was called to order
at 8:30 a.m., there being present all the members to wit: Byron Randolph Foley,
Mayor, Jane W. Johnson, Vice-Mayor, Council members: William D. Jones, James
A. Martin, and John E. Saunders; with Byron Randolph Foley, Mayor, presiding;
together with James E. Taliaferro, II, City Manager; Mike Stevens,
Communications Director; and Stephen M. Yost, City Attorney.
2.Pledge of Allegiance
3.New Business
A.Emergency Ordinance on Continuity of Government
Consider the adoption of an ordinance on emergency basis to effectuate temporary
changes in certain deadlines and to modify public meeting and public hearing
practices and procedures to address continuity of operations associated with
pandemic disaster.
Mr. Taliaferro noted that this is a replacement for the ordinance which Council
adopted on Monday, March 23, 2020. It was noted on Monday that this ordinance
could change. On Wednesday, the taskforce that has been reviewing this has a new
interpretation of the way meetings can be held under emergency conditions.
Previously it was ruled everything still had to be in public, and the only way
someone could remotely participate was under guidelines similar to what Council
passed on Monday. They have changed the interpretation now, and as long as the
public has access of some sort to the meeting, then everyone can participate
remotely.
Mr. Yost noted that Mr. Taliaferro gave a very good synopsis of the changes. Mr.
Yost further discussed the changes to the emergency ordinance on continuity of
government. These changes would allow for Council to conduct meetings totally
electronically. He further noted that we are kind of in a situation of the unknown, but
we will get through it. However, this does offer us another way to handle business, if
the current situation turns out to be much worse than it is now. He stated that we
may never need to use this, but it will be good to have it if needed.
Item 3AApril 13, 2020
Mr. Martin asked if this would be permanent going forward or would there be an
expiration clause. Mr. Taliaferro noted that the expiration would be six months.
T here was further discussion about when the six months would start. Mr. Yost noted
that if the ordinance is not needed, then Council could rescind it at some point in the
future.
Vice Mayor J ohnson asked if we needed to do this, do we have the capability to
include the public right now. How would we do this? Would it be through something
like Zoom?
Mayor Foley asked if we would send out a Zoom link when we send out the
notifications.
Mr. Taliaferro noted that this is the plan right now, and we will test over the next few
weeks. Staff thinks that a link can be put on the website to the meeting, and then the
public can join the meeting to see and hear what is going on.
Mr. J ones asked if any other localities have had virtual meetings. Mr. Taliaferro
noted that he was not aware of any. Mayor Foley noted that he thought that
Williamsburg may have done this previously. Mr. Stevens noted that he thought
there were a couple of localities that have tried it or at least have it in place.T here
was further discussion regarding on line meetings, etc.
Mr. Yost noted that this ordinance is on emergency basis so it is effective
immediately.
J ane J ohnson motioned to adopt an ordinance on emergency basis to effectuate
temporary changes in certain deadlines and to modify public meeting and public
hearing practices and procedures to address continuity of operations associated with
pandemic disaster. J ames Martin seconded the motion.
Ayes: Foley, J ohnson, J ones, Martin, Saunders
4.Adjournment
Mayor Foley noted that the Economic Development Authority (ED A) has received
a request regarding deferring the principal and interest on the ED A loans for some
period of time. He realizes that this is not C ouncil's decision right now that the ED A
would have to consider this first. T he reason he brings this up is because the ED A
may be the first Board to utilize the Emergency Ordinance just passed if necessary.
Mr. Yost noted that if this is the case it will have back to Council to take action as
well. T here was further discussion regarding deferring principal and interest on the
loans.
T he meeting was adjourned at 8:42 a.m.
AT A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF SALEM, VIRGINIA
HELD AT CITY HALL
MEETING DATE: April 13, 2020
AGENDA ITEM: Request to appropriate supplemental Children’s Services Act
(CSA) revenue and expenditures
SUBMITTED BY: Rosemarie B. Jordan, Director of Finance
SUMMARY OF INFORMATION:
The State provides funding to the City under the Children’s Services Act (CSA) intended to
cover various services that are child-centered, family-focused and community-based to
address the needs of troubled and at-risk youths and their families. If the City fully expends
the original allocation from the State for these services, a supplemental appropriation can
be requested. Due to the level of expenditures projected for fiscal year 2020, the City
needs to request a supplemental appropriation of state and local CSA funds. A total of
$1,670,705 is needed, with approximately $553,175 funded by the City and $1,117,530
funded by the State. Prior year reserves will be used to cover the City’s share of costs.
FISCAL IMPACT:
Appropriating additional funds from the State allows the City to continue providing services
to at-risk youth. The City provides a match of approximately 35%.
STAFF RECOMMENDATION:
Staff recommends increasing the appropriation by $1,117,530 for CSA state revenue,
account 10-012-0100-48350, increasing the appropriation for CSA costs, 10-012-5350, by
$1,670,705 and increasing the designation of beginning fund balance, account 10-012-
0100-40200 by $553,175.
Item # 4C
April 13, 2020
Item # 4D April 13, 2020
POP 1.18E SUPPLEMENT–FAMILY AND MEDICAL LEAVE ACT OF 1993
ISSUED BY: HUMAN RESOURCES
EFFECTIVE DATE- 04/02/20
REVISED DATE- 04/02/20
Quarantinable/Pandemic Virus Notification and Return to Work Policy
POP 1.18 E Policy
The City of Salem intends to protect the health and safety of employees, citizens
and others coming in contact with our workforce. As a result, this policy provides
specific guidance to employees and supervisors regarding Employee Self
Screening, a requirement to notify the City of potential exposure and/or positive
test results for quarantinable/pandemic diseases such as COVID-19, and
guidance for when an employee may return to work under these circumstances.
Some information contained in this guidance comes from the CDC and may
change as new information related to COVID-19 is developed.
Process
1. Employee Self Screening Guide
Employees who have symptoms consistent with COVID-19, or other respiratory
illnesses such as the Flu, should remain at home and not come to work. All
employees should self- screen twice daily (both at work and at home) to identify
symptoms early and prevent exposures. This should be done whether or not
you have been exposed to an individual who has symptoms of, or has tested
positive for, COVID-19. If you exhibit any symptoms of illness, follow your
departmental process for notifying your supervisor of your illness/unscheduled
absence.
Symptoms to monitor (any of the following alone or in combination may indicate
COVID-19 if unexplained by other diagnosed medical conditions):
• Fever with or without chills (100° F or higher)
• Uncontrolled dry cough
• Pain or discomfort when breathing, described as a "vice around the chest
sensation"
• Unexplained sore throat
• Shortness of breath
• Diarrhea associated with an acute illness
• Any other known Influenza or COVID-19 like illness
Stop the spread:
• Practice recommended social distancing in all settings outside the home.
Maintain at least 6 feet from other individuals. Avoid social gatherings in
groups of more than 10 people.
• Avoid contact with people who are sick
• Wash your hands often with soap and water for at least 20 seconds
• Cover your cough or sneeze with a tissue, then throw the tissue in the
trash
• Clean and disinfect frequently touched objects and surfaces
• Avoid touching your eyes, nose, and mouth
2. Definitions
This section is provided to clarify the footnotes marked in Section 3 - Employee
Absence Requirements, and the definitions come from the CDC.
a. Self-isolation: Isolation, as opposed to quarantine, is what someone who
is confirmed to be ill with a communicable disease has to do to separate
themselves from healthy people around them.
b. Quarantine: Separating and restricting the movement of people exposed
(or potentially exposed) to a contagious disease.
3. Employee Absence Notification Requirement
Because of the highly contagious nature of COVID-19, we are requiring
employees who fall into one of the six categories below to notify the City
immediately so steps can be taken to protect co-workers, citizens and others
in the workplace. Each category includes the steps employees will be required
to follow.
a. Notification Categories 1 - 2 (Symptoms):
i. You have symptoms consistent with COVID-19, or
ii. Your health care provider suspects you may have COVID-19,
Steps the Employee Must Take:
Employees in these categories are to contact their supervisor and
remain away from the workplace. The employee should contact their
health care provider for specific medical guidance and testing referral
if appropriate.
Return to Work Requirement:
You may return to work after ALL of these 3 things have happened
and you have coordinated your return to work with your supervisor:
• You have no fever for at least 72 hours (3 full days of no fever
without the use of medicine that reduces fevers), and
• Other symptoms have improved (e.g., cough, shortness of
breath), and
• At least 7 days have passed since your symptoms first
appeared and you have complied with all applicable guidance
from your health care provider
b. Notification Categories 3 - 4 (Testing):
iii. You have been referred for testing for COVID-19, or
iv. You have tested positive for COVID-19
Steps the Employee Must Take:
Employees in these categories are to contact their supervisor to
inform the City of the testing referral and result when received. The
employee will remain away from the workplace. The employee should
continue to follow the guidance of their health care provider.
Return to Work Requirement:
You may return to work after ALL of these 3 things have happened
and you have coordinated your return to work with your supervisor:
• You have had no fever for 72 hours (without the use of medicine
that reduces fevers), and
• Other symptoms have improved for 72 hours without the use of
medication (e.g., cough, shortness of breath), and
• You received two negative tests in a row, 24 hours apart, OR
• Your health care provider has provided written confirmation that
you may return to work.
c. Notification Categories 5 - 6 (Exposure or Travel):
v. You have been exposed to an individual suspected to have
COVID-19 or has tested positive for COVID-19, or
vi. You have recently traveled to an area with widespread
community transmission of COVID-19 such as Italy, the New
York Metropolitan Area, Los Angeles, etc.
You are strongly discouraged from personal (non-business)
travel anywhere outside of our immediate region. While
different regions of our Commonwealth and nation as a whole
have different levels of risk, these risks are constantly evolving.
Also, the very act of travel and interacting with
individuals in other areas presents additional risks to both our
community and the community being visited.
Steps the Employee Must Take:
Employees who believe they have been exposed to another person
with COVID-19 are to contact their supervisor to inform the City of
their potential exposure and remain away from the workplace and
quarantine themselves for a minimum of fourteen days. This policy
may not apply to emergency medical personnel wearing the
appropriate protective equipment ensemble. If the employee
experiences any symptoms consistent with COVID-19, they should
immediately notify their supervisor and seek medical guidance from
their healthcare provider.
Employees who make the decision to travel anywhere outside of our
immediate region must notify their supervisor prior to the travel.
Return to Work Requirement:
Employees who were quarantined due to exposure from another
person may return to work after 14 days quarantine if they do not
experience any symptoms of COVID-19.
Employees who travel outside of our region will be handled on a
case by case basis. A waiting period (14 day quarantine) may be
required and the employee will be informed of how the absence will
be paid upon their return.
4. Steps the City Will Take:
• Every precaution will be taken to protect the identity of the employee
who reports symptoms consistent with COVID-19. The employee's
name will not be disclosed to co-workers as having been potentially
exposed to or contracted the virus
• A Supervisor receiving notification from their employee will inform their
Department Director/Constitutional Officer and/or HR Director
immediately.
• Department Director/Constitutional Officers will work with the HR
Director to gather information from the employee including:
o The date COVID-19 symptoms began, or the date the
positive COVID-19 test result was received
o The City will work with the Virginia Department of Health to
determine who should be notified of a possible exposure
o The areas the employee worked in prior to their notice to the
City
o The co-workers the employee may have been in contact with
(who are outside of their immediate work group).
• Because every situation will be different, Human Resources will work
with the Department Director/Constitutional Officer, on a case by case
basis, to determine additional steps that may be required based on
exposure risks and continuity of services
• Assuming the employee's medical condition allows, the case by case
evaluation will include a decision of whether the employee's job is one
that qualifies for telework and if this is an appropriate option.
5. Absences and Pay
Pay due to COVID-19 related issues: The City will follow POP 1.36-F (2) in
order to assist employees in managing the difficulties specifically resulting
from COVID-19. On March 20, 2020, this policy was relaxed to waive
medical documentation for COVID-19 related illnesses. The employee’s
supervisor must notify the Director of Human Resources immediately in the
event the employee has exhausted all leave time due to COVID-19 related
issues.
Extended Illness Leave: If an employee is sick, or out of work, for any
reason not associated with COVID-19, the employee must adhere to the
extended illness leave policy.
Absence due to travel: Determining how the employee will be paid for a
required 14-day quarantine after traveling outside of this region ( 60 mile
radius), with the exception of commuting to and from work, will be reviewed
on a case by case basis. In extreme need situations, i.e., Death of a POP
1.36 designated family member, the City may elect to allow normal leave
procedures as indicated in POP 1.36. Determination will be reviewed on a
case-by-case basis because of the recent travel guidelines advised by the
CDC.
Item #4E
April 13, 2020
Supplemental
{00243453-1 }
AN EMERGENCY ORDINANCE TO EXTEND THE DUE DATE FOR
CERTAIN TAXES AS A RESULT OF THE PANDEMIC DISASTER.
WHEREAS, Governor Ralph S. Northam issued Executive Order Fifty-One, dated March 12,
2020, declaring that a state of emergency exists within the Commonwealth of Virginia as a result
of the COVID-19 pandemic disaster, and supplemented this declaration by issuing Executive Order
No. Fifty-Five on March 30, 2020 that ordered all residents of the Commonwealth of Virginia to
remain at their place of residence through June 10, 2020, as the result of the COVID-19 pandemic
disaster; and
WHEREAS, as a result of the COVID-19 disaster, the City Hall building, wherein the City
Treasurer’s Office is located, has been closed to the public; and
WHEREAS, as a result of the closure of the City Hall building and the governmental
mandate issued pursuant to Executive Order No. Fifty-Five, it is anticipated that taxpayers will
encounter difficulty paying taxes on tangible personal property, tangible personal property
employed in a trade or business and machinery and tools which become due and payable on May
31, 2020 and real estate taxes which become due and payable on June 5, 2020; and
WHEREAS, Section 82-5(b)(1) of the Salem City Code lists taxes as due and payable
annually on May 31, and that Section 82-3 of the Salem City Code provides for a semi-annual
payment of real estate taxes on June 5 of each year; and
WHEREAS, in order to assist taxpayers and citizens in paying such taxes that come due and
payable on May 31, 2020 and June 5, 2020, during this time of emergency, the City of Salem
desires to extend the due date of such taxes until June 30, 2020.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF SALEM, VIRGINIA:
1. Salem City Council finds that it is in the best interest of its citizens during the COVID-19 disaster
and public emergency, to extend the due date for tangible personal property taxes, tangible
personal property employed in a trade or business taxes and machinery and tools taxes that
come due on May 31, 2020, from May 31, 2020 until June 30, 2020, pursuant to its authority
under Section 58.1-3916 of the 1950 Code of Virginia, as amended.
2. The Code of the City of Salem, Virginia is hereby amended and reordained by amending Section
82-5(b)(1) to read and provide as follows:
(b) When due and payable.
(1) City taxes on tangible personal property, tangible personal property employed in a
trade or business and machinery and tools for each year shall be due from and after
January 1 and payable on or before May 31 during the year for which the same are
{00243453-1 } 2
assessed; provided, however, for all such taxes due on May 31, 2020, the due date is
extended from May 31, 2020 until June 30, 2020.
3. Salem City Council further finds that is in the best interest of its citizens during the COVID-19
disaster and public emergency, to extend the due date for real estate taxes for the second half
fiscal year 2019-2020 due on June 5, 2020, until June 30, 2020, pursuant to its authority
under Section 58.1-3916 of the 1950 Code of Virginia, as amended.
4. The Code of the City of Salem, Virginia is hereby amended and reordained by amending Section
82-3(b) to read and provide as follows:
(b) Any person who fails to pay to the city treasurer, on or before June 5 and December 5 of
each year, the installment of real estate taxes becoming due and payable on or before May 1
and November 1, respectively, shall be assessed and shall pay a penalty of ten percent of the
tax past due on such property, or the sum of $10.00, whichever is greater; provided, however,
that the penalty shall in no case exceed the amount of the tax due and any such penalty shall
become a part of the tax. Interest at the rate of ten percent per annum shall be assessed and
collected on the principal and penalties of all such taxes and levies remaining unpaid for the
date fixed by general law for the payment of interest on delinquent taxes; provided, however,
for all such real estate taxes due on June 5, 2020, the due date is extended from June 5, 2020
until June 30, 2020.
5. An emergency is deemed to exist, and this Ordinance shall be effective upon its adoption.
Upon a call for an aye and a nay vote, the same stood as follows:
John E. Saunders -
James A. Martin -
William D. Jones -
Jane W. Johnson -
Byron Randolph Foley -
Passed:
Effective:
ATTEST:
_____________________________________
James E. Taliaferro, II, Clerk of Council
City of Salem, Virginia
{00243640-1 }
AN EMERGENCY ORDINANCE TO TEMPORARILY DISCONTINUE DISCONNECTIONS AND
PENALTIES FOR FAILURE TO TIMELY PAY FOR UTILITY SERVICES
AS A RESULT OF THE PANDEMIC DISASTER
WHEREAS, Governor Ralph S. Northam issued Executive Order Fifty-One, dated March 12,
2020, declaring that a state of emergency exists within the Commonwealth of Virginia as a result
of the COVID-19 pandemic disaster, and supplemented this declaration by issuing Executive Order
No. Fifty-Five on March 30, 2020, that ordered all residents of the Commonwealth of Virginia to
remain at their place of residence through June 10, 2020, as the result of the COVID-19 pandemic
disaster; and
WHEREAS, as a result of the COVID-19 disaster, the City Hall building, wherein the City
Utility Collections Office is located, has been closed to the public; and
WHEREAS, as a result of the closure of the Salem City Hall building and subsequent loss of
employment by many consumers resulting from the governmental mandate issued pursuant to
Executive Order No. Fifty-Five, it is anticipated that consumers will encounter difficulty paying utility
charges to the City in a timely manner; and
WHEREAS, Section 90-238(a) of the Salem City Code provides for disconnection of services
and penalties for failure to timely pay for electric, water and sewer services by the consumer to the
City; and
WHEREAS, in order to assist consumers in retaining such utility services during this time of
emergency, the City of Salem desires to temporarily discontinue disconnections of utility services
and discontinue penalties for failure to timely pay for utility services.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF SALEM, VIRGINIA:
1.Salem City Council finds that it is in the best interest of its citizens and consumers during the
COVID-19 disaster and public emergency to temporarily discontinue disconnections of electric,
water, and sewer services and the imposition of penalties for failure to timely pay for such
utility services for the period from the effective day of this Ordinance through June 30, 2020.
2.The Code of the City of Salem, Virginia is hereby amended and reordained by amending Section
90-238(a) to read and provide as follows:
(a)All meters for both water and electric current shall be read monthly, except that
readings may be estimated on occasion as necessary, and each bill therefor shall be paid on or
before the last payment date as shown on the bill, and if not paid by such date, a penalty of
$5.00 shall be added to the amount of the bill for each service, except in the case of
commercial or industrial consumers, where a penalty in the amount of five percent of the
current amount due shall be added. If any consumer shall continue in default for an additional
{00243640-1 }2
25 days after such bill becomes due and payable, the residential or small general service
electric, water or sewer service of the defaulting consumer shall forthwith be cut off, and an
additional $25.00 shall be added to the total bill, except for commercial and industrial
consumers, whereas the actual cost of making the reconnection will be charged, with a
minimum of $250.00 shall be added to the total bill, and paid in addition to the amount then
due before such services shall again be restored. In addition, the city may, at its option, require
a deposit from the customer prior to reconnecting the service in accordance with the provisions
of this chapter. The reconnection charge for all customers, where service has been
disconnected for fraudulent use of electricity or where access to the meter has been denied,
will be the actual cost of the reconnection, with a minimum of $250.00.
Notwithstanding the foregoing, there shall be no disconnection of such utility
services for failure to timely pay for electric, water and sewer services from the effective date of
this Ordinance through June 30, 2020. Penalties herein provided for failure to timely pay for
electric, water and sewer services shall be zero percent and $0.00 for the period from the
effective date of this Ordinance through June 30, 2020.
3.An emergency is deemed to exist and this Ordinance shall be effective upon its adoption.
Upon a call for an aye and a nay vote, the same stood as follows:
John E. Saunders -
James A. Martin -
William D. Jones -
Jane W. Johnson -
Byron Randolph Foley -
Passed:
Effective:
ATTEST:
______________________________________
James E. Taliaferro, II, Clerk of Council
City of Salem, Virginia