COUNCIL WORKSOP MINUTES JANUARY

Council Workshop Minutes
Tuesday, January 4, 2011
7:30 p.m. Town Hall
Council Present: Kevin Allgood, Connie Torres, Carolyn Hite, Bill Nunn, Harold Yuille, Glenn Jurczyk, Christopher Clarke
Staff Present: Melinda Moran
Kevin opened the meeting with hopes that everyone had a good Christmas and a happy new year.
1. Budget (Connie Torres, Christopher Clarke)
A. Purchase order policy
As discussed last month, this issue will be reviewed in conjunction with budget preparation.
B. Truck #1
Melinda reported that the 1998 vehicle driven by Walter Terry is in poor condition, and that significant repairs have been needed over the past two years. There are currently problems with the computer system, motor, and transmission. A surplus vehicle is available at a cost of $9,100. This expense could be paid out of General Fund Contingency. Year to date, the Town has spent $2500 of the $45,889 in contingency. Bill commented that it made sense to replace the vehicle rather than continuing to repair it. Carolyn commented that she would like to know how much had been spent on the vehicle in maintenance.
C. Shelton Short, Jr. Trust Grant
Melinda reported that the Fire Department and the Police Department had both received $25,000 grants from a trust fund established by Mr. Short's estate. Carolyn requested copies of the award letter and the acceptance letter sent by Melinda.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
This Committee is scheduled to meet on January, 11 at 5:00 p.m.
A. Oakhurst Cemetery
Melinda commented that the identified maintenance work around the mausoleum would be readvertised as discussed last month.
B. Police Department Renovation
Melinda reported that Thomas Bullock with VMLIP will meet with Town staff on January 7 at 9:30 a.m. to provide input on utilizing the former Y building as the new Police Department. Glenn commented that he would like to attend.

C Community Center
Melinda reported that the heat has been working since the repair/replacement of the heat pump last month.
D. Library Expansion
Melinda reported that the PDC had been made aware of this project, and that a meeting had been scheduled on January 6 with staff from DHCD in order to discuss potential projects. She added that as a basis of comparison, the Town of South Hill budgets $40,000 for the library in South Hill.
3. Personnel (Carolyn Hite, Connie Torres)
A. Personnel Policy Update
Melinda commented that the proposed update to the drug testing policy would be on the agenda for the regular meeting this month. Connie commented that she felt that once the leave policy was integrated into the model VML ordinance, it would serve the Town well as an updated Personnel Policy.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Bill and Carolyn both commented that they had spoken to Clayton Callahan in regard to the tree on Commerce Street. Melinda added that she had sent him a letter last month asking for his assistance in removing the tree.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that additional maintenance work was needed to repair one of the motors at the 15/58 Pump Station at an estimated cost of $4000.
6. Recreation (Harold Yuille, Carolyn Hite)
There was no business to discuss for this department.
7. OTHER
A. Website
Melinda reported that the Town's website was extensively damaged by hackers who attacked the server where our site was located. The web designer who created the site is out of business and it appeared that the Town had no recourse. She added that she had an RFP ready to be issued to secure a new web site designer to establish a new site. Chris suggested this would be a good time to transition to email addresses using @clarksvilleva.org

B. Annexation
Melinda reported that she had a conference call planned with our legal counsel on January 5 to discuss the status and next steps for the annexation effort.
C. Fences
Kevin asked if there were specific codes or regulations for fences. Melinda responded that the Zoning Ordinance specified that fences must be no taller than 6 feet and can be placed on or within the property owner's lot lines.
D. Holiday Trash Collection Schedules
Chris suggested that the Town look into setting up a robo call service to alert citizens when to expect changes to the normal collection schedule. The service could also be used for other types of announcements and alerts.
E. Pocket Park
Bill commented that he would like to see the Pocket Park cleaned up and made more attractive, and that he did feel that the original plan for the park was ever realized. Kevin recommended that Bill talk to Lou Zarelli about the park since Lou had originated and overseen the project.