Loading...
HomeMy WebLinkAbout3/23/2020 - City Council - Minutes - Regular Item 3A April 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.