Tuesday, March 15, 2011

BUDGET COMMENTS

Below you will find the meeting schedule for the next years budget. I urge all of the community to send your input in that you would think that would be helpful or that you would like to recommend to the committee.

SCHEDULE OF BUDGET MEETINGS 2011/2012

SCHEDULE OF BUDGET COMMITTEE MEETINGS
FISCAL YEAR 2011-12
Monday, February 28, 2011 Budget Overview 7:00 PM
Tuesday, March 8, 2011 General Fund 6:30 PM
Tuesday, March 15, 2011 Public Input Session 7:30 PM
Wednesday, March 16, 2011 . (Ricky-PD). . . General Fund 6:30 PM
Monday, March 21, 2011. . (Richard) . . . . General/Water Fund 6:30 PM
Monday, March 28, 2011 General/Water Fund 6:30 PM
Tuesday, March 29, 2011 Water Fund 6:30 PM
Monday, April 4, 2011 Water Fund 6:30 PM
Monday, April 11, 2011 Personnel 6:30 PM
Tuesday, April 12, 2011 Budget Finalized 6:30 PM
Monday, April 18, 2011 Budget Finalized 6:30 PM
TBA, if needed Budget Finalized 6:30 PM
April 18 - May 2, 2011 Budget Preparation
Tuesday, May 10, 2011 Budget Workshop 7:30 PM
Tuesday, May 17, 2011 Public Hearing for Budget 7:30 PM
Tuesday, June 21, 2011 Budget-Council Adopt 7:30 PM

Monday, March 14, 2011

TOWN MANAGER'S AGENDA REPORT MARCH

TOWN MANAGER'S AGENDA REPORT
Tuesday, March 15, 2011
Report Dated Friday, March 11, 2011
Agenda Item #10: Unfinished Business
A. Fire Department Request — Chief Johnny Shriver asked Council for permission to utilize the old pumper truck as a brush/tanker unit as the resale value was less than anticipated. The Fire Department feels that using the truck in this manner will provide additional fire fighting capability, and while this truck did not meet safety standards as a pumper, it would for the proposed use. As discussed in the Workshop, the grant from Rural Development for purchase of the new pumper truck is going to be $25,000 rather than $50,000, so the Department will need to provide an additional $12,500 in keeping with the agreement to split the purchase price between the Town and the Department. It appears that the old pumper truck has more value as brush/tanker truck than it does for resale, so I recommend that Council give permission for the Department to use the truck in this manner.
B. Library Expansion — As discussed in the Workshop, the Town Council has not voted on making the former Dr. Brown building available to the library for expansion. As you recall from the presentation the made in November, the library staff and volunteers are very enthusiastic about this project. The Town's contribution would be to make the vacant building available at no cost to the library, and then to budget for the increased utility costs of having a larger building. I recommend that Council approve this request, and I will be happy to work with the library staff on any funding applications.
Agenda Item #11: New Business
A. Public Input for FY11/12 Budget—The public is invited to make proposals or recommendations for the preparation of the new budget.
B. EDA — Mayor Allgood will present a Resolution to Mary Fran Lewis thanking her for her service to the EDA and the Town. The EDA members are planning to attend along with Mary Fran, and will make a recommendation to Council for filling the vacancy created by her resignation.
C. Planning Commission Recommendation - The Planning Commission will make a recommendation on a Special Use Permit from Karin Kuhn to place an off-premises sign on the space available on the wall by Wachovia.
D. Personnel — Mayor Allgood will outline the recent changes enacted to streamline Town Operations and reduce personnel costs. The most significant change is that we are combining the Public Works and Public Utilities Departments in to one Town Operations Department headed by Richard Elliott. This allows us to cut one full-time department

head position from the budget. E.C. Williamson will take on additional duties running the Water Plant, and Walter Terry will have additional supervisory duties with the Sanitation and Grounds crew. Also, Carol Elliott will divide her time between the Police Department and Town Hall to provide administrative support in both locations for the remainder of this fiscal year.

TOWN MANGERS INFORMATION MARCH

TOWN MANAGER'S INFORMATION FOR COUNCIL
1. Website
Work is underway on the new website, and I hope to have it operational by early next month.
2. Grant Opportunity
I have submitted an application for Clarksville to participate in the Pathfinder's program conducted by the Virginia Community Capital Inc. organization. This is a grant program designed to expand local capacity for community development.
3. CLIC
CLIC will hold their next Symposium on April 28 at the Community Center. Please mark this date on your calendars and plan to attend. This Symposium will focus on water quality issues and lake levels.
4. VEDP
Staff from the Virginia Economic Development Partnership visited Clarksville last month as part of a county economic development strategic planning process. The VEDP commented that we have done a good job getting our infrastructure and sites in place, and that we are an attractive location for prospective businesses.
5. Kinderton Technology Campus
The County has asked the Town to provide utilities to serve this project. I would like to meet with the Utility Committee to discuss this request.
6. Fine Arts Center
The Clarksville Community Players would like the Town to consider entering into a formal lease arrangement with them for the FAC. A lease will allow them to pursue certain grant sources that they are unable to obtain without a formal agreement. I would like to discuss this request at the Workshop meeting next month.
7. Surplus Equipment
The remaining surplus equipment and the old Burlington garbage truck will be placed for auction on the GovDeals.com website. This site has a good track record for allowing localities to maximize the sale of surplus equipment.
Note —I am attending the National League of Cities Conference in Washington, D.C. Friday through Wednesday so I will not be at the Council Meeting. This Conference is focused on economic growth, and is designed to provide opportunities for cities and towns from across the country to lobby Congress for local government funding.

WORKSHOP MINUTES MARCH

Council Workshop Minutes
Tuesday, March 1, 2011
7:30 p.m. Town Hall
Council Present: Carolyn Hite, Bill Nunn, Harold Yuille, Christopher Clarke, Kevin Allgood
Staff Present: Melinda Moran
Kevin opened the meeting, welcomed everyone, and apologized for his absence last month due to his father's surgery in Richmond.
1. Budget (Connie Torres, Christopher Clarke
Melinda reported that the budget preparation is officially underway, and that a syllabus for Budget Committee meetings would be available later in the week. Carolyn asked how it was going so far and Chris indicated that we were off to a good start.
2. Buildings and Grounds (Christopher Clarke, Glenn Jurczyk)
Melinda reported that Chief Wilkinson is working on some preliminary specs for the new Police Dept building, and that the YMCA has indicated their agreement to allow the PD to use the playground area for a gravel parking lot with the understanding that the Town will remove and dispose of the playground equipment. Carolyn inquired whether any of the equipment could be used by a church. Melinda replied that the equipment belonged to the Y and was not up to current safety standards.
Melinda commented that the Housing Rehabilitation grant paperwork is being handled between Town Hall and the PDC, and that the project will proceed once DHCD approves the first phase and releases the grant funds.
Melinda commented that Glenn has spent much time and effort inspecting the Community Center after each use, and that his input has been helpful in addressing maintenance issues.
3. Personnel (Carolyn Hite, Connie Torres)
Melinda reported that as of this week, Richard Elliott is the Department Head for Public Utilities and Works. This effectively merges the two departments, and Richard will be in charge of all the staff that in both areas. Walter Terry will directly supervise the Sanitation, Line Maintenance, and Grounds crews. E.C. Williamson will assume additional Operator duties at the Water Plant. Carol Elliott will be providing administrative assistance in the Town Hall part time and continue with her administrative duties in the Police Department. These personnel changes will streamline Town operations and reduce personnel costs.

Progress has been made on incorporating leave schedules into the draft personnel manual.
4. Streets & Sidewalks (Bill Nunn, Glenn Jurczyk)
Melinda reported that since the Town only received one pavement patching bid in our first solicitation, staff would seek additional bids.
5. Utility Committee (Harold Yuille, Bill Nunn)
Melinda reported that Richard is reviewing options for the purchase of some of Clarence Moore's equipment as previously discussed. It appears that the ice machine at the Shop is fairly priced at $1000.00. He feels that a Termite would be more useful to the Town than the Trencher that Clarence owned.
6. Recreation (Harold Yuille, Carolyn Hite)
7. OTHER
A. Website – Michael Jancart with Stand Still Designs will be developing a new Town website for a cost not to exceed $1500.00.
B. Fire Department – Rural Development is providing a $25,000 grant towards the fire truck. There is $222, 600 to finance after the contribution made by the Fire Department. This grant is lower than the $50,000 to $100.000 grant that Rural Development had indicated might be available. In keeping with the agreement to split the cost of the truck 50/50, the Fire Department will need to contribute another $12,250 towards the truck.
C. Sale of Surplus Equipment – Of the 11 items up for bid, the Town received acceptable bids on 4 items and will submit the remaining 7 for sale on the Gov.Bids website. If the Town does not obtain acceptable bids, we will get salvage values. The Town will also put the Burlington surplus front-loading garbage truck up for auction on the website.
D. Library Expansion – Carolyn suggested that the library's request to expand into the former Dr. Brown building be an agenda item at this month's Regular Meeting so that Council can vote on using the building for this purpose.
E. Utility Service for Kinderton Technology Campus – Bill asked about the status of providing utilities for this project. He commented that the bid request included making connection to the Town's water and wastewater systems. Melinda responded that the County has not yet made a request for Town utilities, but that a meeting had been requested by the County for later in the week.
F. Annexation – Chris asked how this effort was progressing, and Melinda replied that she had submitted all the documentation requested to date by our Attorney for the Commission on Local Government.
G. Marina Building – Carolyn asked about the status of the new building for the Clarksville Marina. Melinda replied that she would check with the COE.