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HomeMy WebLinkAbout4/13/2020 - City Council - Minutes - RegularCity Council Meeting MINUTES Monday, April 13, 2020, 7:30 PM Council Chambers, City Hall, 114 North Broad Street, Salem, Virginia 24153 1.Call to Order A regular meeting of the Council of the City of Salem, Virginia, was called to order at 7:35 p.m., there being present all the members to wit: Byron Randolph Foley, Mayor, Jane W. Johnson, Vice-Mayor, Council members: William D. Jones (participated remotely); James A. Martin, and John E. Saunders (participated remotely); with Byron Randolph Foley, Mayor, presiding; together with James E. Taliaferro, II, City Manager (participated remotely); Rosemarie B. Jordan, Director of Finance (participated remotely); Mike Stevens, Communications Director (participated remotely); Judy L. Hough, Deputy City Clerk (participated remotely); Crystal L. Williams, Assistant to the City Manager (participated remotely); and Clark Ruhland, Communications Specialist. Council members William Jones and John Saunders read remote participation statements into the record. John Saunders stated "in accordance with Section 2.2-3708.2 1(A) of the Code of the Commonwealth of Virginia and the Remote Participation Policy of the City of Salem, I hereby request to participate remotely due a medical condition identified by the Centers for Disease Control as a risk related to the COVID-19 Pandemic." Jane Johnson moved to accept the remote participation of Mr. Saunders. James Martin seconded the motion. Ayes: Martin, Johnson, Foley William Jones stated "in accordance with Section 2.2-3708.2 1(A) of the Code of the Commonwealth of Virginia and the Remote Participation Policy of the City of Salem, I hereby request to participate remotely due a medical condition identified by the Centers for Disease Control as a risk related to the COVID-19 Pandemic." Jane Johnson moved to accept the remote participation of Mr. Jones. James Martin seconded the motion. Ayes: Martin, Johnson, Foley 2.Pledge of Allegiance Item 3At pDWHftxD\t11, 2020 3.C onsent Agenda A.Minutes Consider acceptance of the minutes from the March 23, 2020, work session and regular meeting and from the March 27, 2020, special meeting. Accepted as presented 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 Code of Virginia, as amended. David Preston of 1511 Ashley Drive, Salem School Board C hair, appeared before the C ouncil. He noted he was pleased to report that thanks in large part to the support of this community, C ity Council, and City Administration, the Salem C ity School Division remains one of the best school divisions in the C ommonwealth. Also, due to good stewardship of resources, we continue to deliver excellence for less per pupil than the state average. On behalf of the school board, he noted he wanted to personally thank City C ouncil and City Administration for the polite, collaborative, and productive manner in which we serve this community. Not only have we worked together to safeguard the children and families that we serve, during difficult and slowly recovering economic times, but we have identified opportunities in the midst of the challenges and continue to improve as organizations. T he fact that we have successfully and collaboratively faced challenges in the past is evidence of our shared capacity to meet the challenges we are facing now. As leaders, it is important for us to remember and celebrate that both the challenges we have met and the opportunities we have seized are owed to the remarkable employees who serve this City and its children. Although the budget being presenting tonight is effectively a placeholder, and based on now obsolete General Assembly budgets, as we make adjustments in the months ahead, the Board’s budget process will persist in placing the needs of students first and making every effort to safeguard the employees who make the Board’s mission to Love, Engage, and Inspire a reality. In fact, he is pleased to report that while students are currently not in the school buildings, school is still in session and the Board’s employees have done an amazing job maintaining continuity of learning for students by leveraging the City’s prior investments in technology and the Board’s emphasis on personalizing the educational experience for all children. T he following budgets, being presented at placeholders, were developed following the 2020 General Assembly Session for Fiscal Year (FY) 2021 for the Salem C ity School division consisting of the School Fund budget in the amount of $44,471,618, the Grant Fund budget in the amount of $2,338,606, and the C afeteria Fund budget in the amount of $1,855,674 for a total budget of $48,665,898, which was unanimously approved by the School Board on March 31, 2020. T he FY 21 budget is $1,126,015 or 2.4% above the current year (FY 20) adopted budget of $47,539,883, due primarily to an increase in State revenue to assist in providing raises for all employees. He further discussed the highlights of the proposed budget. He thanked Mandy Hall, Rosie J ordan, Dr. Alan Seibert and school division employees for their collaboration and hard work with the Board in developing this budget and for all they do to manage the rapidly changing economic outlook created by the C O VID-19 Pandemic. Presentation received as presented. B.2020-2021 B udget P resentation Receive presentation of 2020-2021 budget for the C ity of Salem. Mr. Taliaferro noted city staff started working on the 2020-2021 budget in late November of last year and by February almost had a balanced budget; however, in late February/early March the pandemic became an issue. With social distancing, the revenues they had predicted really are not realistic any more. Like the school division, what is being presented is a balanced budget that is a placeholder. T his budget meets the C ode of the C ity which requires a budget be adopted by the second meeting in May. Beyond that staff would like the additional time to gather more data to determine what the revenues are going to be for the next year. Staff appreciates C ity Council giving them the additional time to do some research. T he budget that Council has been presented has some cuts that we believe may happen, but we do not know how much we may have to cut at this point. He further discussed highlights of the proposed 2020-2021 budget. Mr. J ones thanked Mr. Taliaferro, Ms. J ordan and staff for the budget they have presented. He noted he understands that we will have a lot of work to get to a budget we can adopt for the coming year. Mr. Martin asked Mr. Taliaferro what would the time line be to get the research completed to amend the proposed budget. Mr. Taliaferro noted staff would like to get the revenue figures for the month of April so were probably looking at mid to late May. He noted that we are probably looking at the last week of May or the first week of J une to schedule budget work sessions, and then the public hearing and budget ordinance would be presented at the first J une meeting. T he second reading of the ordinance would take place at the second J une meeting which could be done on an emergency basis so we could waive the ten days before the ordinance would become effective. Vice Mayor J ohnson thanked staff for their work putting together the budget presentation under these circumstances and hopefully going forward we will be able to make the needed adjustments. Presentation received as presented. C .Appropriation of F unds Consider request to appropriate supplemental C hildren's Services Act (C SA) revenue and expenditures. Audit - Finance Committee Mr. J ones noted the Audit Finance Committee met this evening to discuss this request. T he State provides funding to the C ity under the C hildren’s Services Act (C SA) 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 C ity 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 C SA 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. Appropriating additional funds from the State allows the City to continue providing services to at-risk youth. T he City provides a match of approximately 35%. T he C ommittee reviewed the request and recommends increasing the appropriation by $1,117,530 for C SA State Revenue, increasing the appropriation of C SA costs by $1,670,705, and increasing the designation of beginning fund balance by $553,175. William J ones motioned to appropriate the supplemental C hildren's Services Act (C SA) revenue and expenditures as submitted. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders D.Quarantinable/P andemic Virus Notification and Return to Work P olicy Consider 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). Mr. Taliaferro with the C O VID-19 Pandemic staff has been adapting, and this is unlike anything we have had to deal with in the past. So staff is revamping the PO Ps are we are going forward. T he PO P for C ouncil's consideration this evening addresses pandemics in general, but specifically mentions C O VID-19. He further discussed the Quarantinable/Pandemic Virus Notification and Return to Work Policy. T he standards seem to be changing rapidly even at the end of last week the C enter for Disease Control (C D C ) released different guidance regarding returning to work that specifically dealt with emergency responders. If C ouncil chooses to move forward with this policy, staff requests that Council allow staff to administratively change the PO P if we receive guidance from the C D C or any other governmental agency that might update something in the future. Mayor Foley noted for the public's information Council has reviewed and discussed this policy prior to tonight's meeting. J ane J ohnson motioned to accept 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) as submitted and to allow staff to administratively administer any updates to this policy in the future. J ames Martin seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders E.Extension Tax Due Dates E mergency Ordinance Consider 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 Mayor Foley noted that there are two supplemental items for the agenda. T he first is an Emergency Ordinance to extend the due date for certain taxes as a result of the pandemic disaster. Mr. Taliaferro noted that at a previous meeting Council had discussed ways that we might be able to help citizens and businesses due to issues they are running into as we are going through the pandemic. We have discussed ways to assist, and Crystal Williams, Rosie J ordan, and other directors have researched this, and the two ordinances submitted this evening are a result of the discussions. T he first deals with the delay in payment of real estate and personal property taxes. T he proposal is to allow until J une 30th for the payment of both of those taxes. T he second ordinance deals with utilities. Staff had administratively decided not to cut any customers off during this pandemic. T he ordinance before C ouncil will formalize that decision and also allow no penalties until J une 30th for any late payments that might occur on utilities. J ane J ohnson motioned to adopt an ordinance on emergency basis to extend the due date for certain taxes as a result of the pandemic disaster. J ohn Saunders seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders F.Utility Serv ices Emergency Ordinance Consider 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 J ames Martin motioned to adopt an ordinance on emergency basis to temporarily discontinue disconnections and penalties for failure to timely pay for utility services as a result of the pandemic disaster. William J ones seconded the motion. Ayes: Foley, J ohnson, J ones, Martin, Saunders 5.Adjournment Vice Mayor J ohnson noted she appreciates the outpouring of love and support for our first responders from our businesses and citizens. She also noted she wanted to give a shout out to our Sanitation workers for going above and beyond due to more and more citizens cleaning out their houses during this time. Mayor Foley noted she made a very good point, and he too appreciates everyone going above and beyond in everything they are doing to represent the C ity and protecting all of us. For the record, Mayor Foley noted the following staff members participated remotely this evening: J ay Taliaferro, Rosie J ordan, Mike Stevens, J udy Hough and C rystal Williams. He thanked everyone for their work on making this meeting happen with the remote participation. T he meeting was adjourned at 8:10 p.m.