COUNCIL WORKSOP MINUTES DECEMBER

Council Workshop Minutes
Tuesday, December 7, 2010
7:30 p.m. Town Hall
Council Present: Connie Torres, Carolyn Hite, Bill Nunn, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran, Ricky Wilkinson, Richard Elliott Kevin opened the meeting and welcomed everyone on a cold night.
1. Budget (Connie Torres, Christopher Clarke
A. Purchase order policy
Melinda reported that the Town adopted a Small Purchase Procedure Act in 1988 requiring three quotes on every purchase over $20, but in reality, this is an impractical policy. While three quoted are not routinely sought on small purchases, Town staff do get quotes on larger purchases and purchase orders are obtained for nearly every purchase. There are thresholds established in the State Code for procurement purposes. She recommended that the Committee review the Town's policy and amend it to reflect more current conditions.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
A. Oakhurst Cemetery
Melinda commented that the Town received only one bid on the concrete work around the mausoleum and on the roof. Bill added that additional damage could be done without proper care and compaction of the earth around the mausoleum. Glenn concurred that it would be preferable to re-advertise in a larger newspaper circulation market to seek additional bids.
B. Police Department Renovation
Ricky obtained a preliminary cost estimate on renovating the former Y building. Glenn commented that the cost was estimated at $9000. Richard and Ricky both commented that an overhanging tree should be removed due to its close proximity to the building and the likelihood that it will damage the roof. Melinda commented that an actual scope of work needs to be determined before bids can be solicited. She also mentioned that ownership and responsibility for the adjacent playground needs to be determined due to liability concerns.
C Community Center
Melinda reported that heat pump at the Community Center was not adequately heating the building. James Loftis checked the unit and advises that there was damage to a valve and evidence that some of the components had burned. The cost to replace the valve was $300, but he recommended replacing the entire unit. After discussion, Richard agreed to seek additional quotes on replacing the unit, but that it needed to be done soon since the building is being used frequently and heat is needed. Glenn stated that we need to make sure that the duct work would accommodate the new unit.

D. Library Expansion
Melinda reported that representatives from the library would present Council with a conceptual plan for renovation of former Dr. Brown building in order to integrate the two buildings into one larger library facility.
3. Personnel (Carolyn Hite, Connie Torres)
No new business to discuss.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
No new business to discuss.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that the Virginia Department of Health had provided notice that the Town is eligible for a grant/loan for the water system improvements and repairs that were identified in the study performed as part of the planning grant last year. The VDH advised that a $542,574 loan at 3% interest for 30 years and a grant of $813,861 would be approved subject to availability of state and federal funds. Connie commented that this was a good deal, and would allow the Town to make much needed improvements to the water system. Melinda stated that she would confirm in writing that the Town is interested in moving forward with VDH in their funding process, but that this would not obligate the Town to participate.
6. Recreation (Harold Yuille, Carolyn Hite)
No new business to discuss.
7. OTHER
A. Callahan Tree
Bill commented that he would like to see the Town compel the removal of the large tree on Market St located on property owned by Clayton Callahan. There are large limbs that will cause damage to neighboring properties or Town property should they fall. Melinda commented that Mr. Callahan has verbally stated he would take care of removing the tree, but has not yet done so. She stated she would follow-up with additional written communication. Bill and Carolyn both commented that they would speak to Mr. Callahan about this matter.
B. Safety
Glenn commented that the Town needs to be more focused on safety issues. and money should be made available in the budget for adequate cones and signs. Melinda reported that the Public Works and Public Utility crews would like to order winter weight reflective coats. The coats would provided better cold weather protection and allow to work without wearing their safety vests on top of their winter jackets. Richard added that the cost of the coats is $79 and they are needed for 17 employees. Melinda commented that the coats will belong to the Town and not to the employees.